Executive Assistant

Job Description

Job Description

Position Summary :

The Executive Assistant primarily provides executive administrative assistance to the Corporate Leadership Team and personal assistant support to the President / CEO, as needed. The ideal candidate for this role must have a strong work ethic, be willing to work flexible hours when called upon. The Executive Assistant should also be creative and enjoy working within a small, entrepreneurial environment that is goal oriented, purposeful, and client driven. This role will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The ability to display a prominent level of comfort and competency in managing shifting priorities and engaging senior leaders to achieve strategic and tactical results through diplomacy and tact is key.

Essential Functions & Responsibilities :

• Manages an active calendar of events, schedules appointments, and prepares confidential correspondence.
• Organizes detailed travel arrangements and itineraries for executive travel and provides additional administrative preparation for any business-related travel.
• Serves in a “gatekeeper” role to ensure effective use of executives’ schedules and identify win-win opportunities for direct access to executives’ time.
• Communicates between, and on behalf of the President / CEO with, the Corporate Leadership Team, staff and others regarding company programs, initiatives, or deadlines.
• Coordinate in-person and virtual meetings, including Microsoft Teams and Zoom sessions, ensuring proper documentation and follow-up on action items.
• Provide additional administrative support for the Corporate Leadership Team, including completing expense reports, compiling and creating presentations, and renewing business licenses for various locations.
• Assist with coordinating company-wide events or high-priority customer events.
• Renew business licenses for various dealership locations.
• Manages a variety of special projects for the Corporate Leadership Team, providing proactive assistance, follow-through, and updates to the group as needed.
• Successfully completes critical aspects of deliverables with an engaged approach, including drafting letters of acknowledgement, personal correspondence, and other tasks that facilitate the Executives’ ability to effectively lead the company.
• Assist when needed with organizing schedules and logistics for important interviews.
• Provide administrative support in coordinating recruiting activities such as new hire orientations or recruiting events.
• Maintain and distribute annual dealer license plates and updated vehicle insurance cards.
• Request Certificates of Insurance as needed.
• Support off-site record retention with Chicago Records Management
• Consolidate and manage office and coffee supply ordering across locations.
• Other duties as assigned.

Education and / or required experience :

Compensation & Benefits :

Medical Insurance

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