Executive Assistant 

Job Title:Executive Assistant 

Department:Executive 

Reports to: General Manager 

Main Responsibility: Provide highly personalized support to the CEO and the General Manager while maintaining confidentiality.

Essential Functions:

• Provide high-level administrative support and assistance to the CEO and the General Manager 

• Maintain confidentiality by using discretion in conversations and restricting access to private information; this position will have access to highly confidential information based on the individuals served.

• Perform clerical and administrative tasks including drafting letters, emails, invoices, reports, and other documents for senior staff. 

• Assist with scheduling and calendar management, requiring interaction with internal and external executives, assistants, and consultants to coordinate complex executive meetings.

• Communicate and handle incoming and outgoing electronic communications on behalf of the executive staff. 

• Prepare agenda and transcribe minutes for Executive meetings. 

• Assist executive staff with preparation of presentation materials. 

• Review and summarize miscellaneous reports and documents; prepare documents and outgoing mail, as necessary.

• Organize and maintain all incoming donations/contribution requests with CEO. 

• Prioritize and manage multiple projects simultaneously and follow through on issues promptly. 

• Schedule and arrange company tours for external purposes. 

• Prepare and submit monthly expense reports. 

• Prepare and submit all passport and visa requests for company travelers. 

• Arrange travel and accommodations for executives. 

• Perform additional duties as assigned by owner and General Manager. 

• Perform other related duties as assigned. 

• Coordinate with vendors and suppliers for various dealership needs, including office supplies, maintenance services, and promotional materials. 

• Anticipate the needs of the executive team and proactively identify opportunities to streamline processes and improve efficiency. 

Education: 

• Associate’s degree required; Bachelor’s degree in Business Administration or related field preferred. 

Experience: 

• At least four years of related experience required.

Knowledge: 

• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems. 

Skills: 

• Excellent verbal and written communication skills, able to communicate with individuals at all levels of the organization, customers, and vendors.

• Excellent organizational skills and attention to detail. 

• Excellent time management skills with a proven ability to meet deadlines. 

• Ability to function well in a high-paced and at times stressful environment. 

• Able to type a minimum of 50 words per minute. 

• Extremely proficient with Microsoft Office Suite or similar software and able to learn new or updated software. 

• Ability to work independently with limited supervision. 

Requirements: 

• Flexibility and adaptability to changing priorities and deadlines. 

• High level of discretion and confidentiality. 

• Strong interpersonal skills and the ability to communicate effectively with individuals at all levels of the organization. 

• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software. 

• Detail-oriented with a commitment to accuracy and quality. 

• Ability to work independently with minimal supervision and as part of a team. 

• Professional demeanor and appearance. 

Working Conditions:

• Fast-paced office environment. 

• Travel may be necessary at times. 

• Occasional evening and holiday work

• Travel between facilities required.

Physical Demands:

• Sitting and working at a computer for extended periods. 

• Must be able to access all areas of operation. 

• Moderate bending, stooping and regular lifting up to 40 lbs.

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.