Job Description

The Executive Administrative Assistant will be responsible for managing a wide range of administrative tasks for an Executive or Senior Vice President(s), ensuring the smooth functioning of the executive’s office and greater organization, as well as facilitating effective communication between the executives and internal/external stakeholders. You will handle confidential information, manage complex calendars, coordinate meetings, prepare reports, and act as a trusted liaison for the executives. Normal duties can extend outside of the traditional business scope or business hours, requiring the need for adaptability and flexibility within the role.

Responsibilities include but are not limited to:

• Strategically prioritize and organize workflow for executive and/or reporting organization staff members to ensure deadlines are met
• Coordinate and organize high-level meetings, conferences, and events, including logistics, agendas, and documentation, while ensuring smooth execution and timely follow-up.
• Act as the primary point of contact for internal and external stakeholders, demonstrating professionalism, responsiveness, and discretion in handling inquiries, emails, and phone calls.
• Conduct research, gather data, and assist in the preparation of reports, presentations, and proposals to support executive decision-making and strategic planning.
• Exercise independent judgement in handling ambiguous tasks with minimal input from staff
• Manage complex calendars and schedules for executives, ensuring efficient time management and coordination of appointments, meetings, and travel arrangements, including coordination with global leaders and Leadership Team members.
• Prepare, proofread, and format various documents, reports, meeting minutes, and presentations with attention to detail and accuracy, ensuring they align with the executive's vision and requirements.
• Handle sensitive and confidential information with the utmost discretion, maintaining strict confidentiality and safeguarding privileged data and documents.
• Manage travel arrangements, including flight bookings, hotel reservations, and itinerary planning, ensuring a seamless and efficient travel experience for the executives.
• Assist in expense tracking, and processing invoices, collaborating with the finance department to ensure accurate financial records and timely payments.
• Collaborate with other administrative staff, providing mentorship, guidance and support, and fostering a cohesive and efficient administrative team environment.
• Proactively identify opportunities for process improvements and implement effective administrative systems and procedures to enhance productivity and organizational efficiency.

Qualifications

Basic Qualifications:

• High School Diploma/GED
• Minimum of 5 years of experience as an administrative assistant.
• Proficiency in using office productivity tools such as Microsoft Office Suite, including advanced skills in word processing, spreadsheet management, and presentation software.
• Exceptional organizational skills, with the ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines in a fast-paced environment.
• Strong verbal and written communication skills, enabling effective interaction with executives, colleagues, and external stakeholders at all levels.
• Demonstrated ability to maintain confidentiality, exhibit tact and diplomacy, and handle sensitive information with the utmost discretion.

Preferred Qualifications:

• Associate degree or bachelor's degree in business administration, office management, or related field.
• Automotive (Tier 1) experience.
• Strong problem-solving abilities, with a proactive and resourceful approach to resolving challenges and overcoming obstacles
• Detail-oriented mindset and commitment to producing high-quality work with precision and accuracy.
• Exceptional interpersonal skills and the ability to build positive relationships, collaborating effectively with diverse teams and personalities.
• Professional demeanor, a positive attitude, and the ability to work autonomously while maintaining a strong sense of teamwork and collaboration.