Job Description

OEC provides software solutions to those who work in the automotive parts and repair industry. Our solutions make it easier for automotive industry professionals to buy and sell parts, conduct repair research & planning, optimize estimates, improve the parts supply chain, and more. OEC partners with many of the world’s largest manufacturers, dealers and suppliers, shops and repairers, and service providers, giving our customers access to a comprehensive network and a streamlined workflow.

Job Summary

Provides comprehensive and executive-level administrative support to OEC’s Senior Vice President of Collision. Assists in the development and execution of strategic plans, often involving research and analysis. Supports the operations of multiple collision business units including organization and action planning related to budget, staffing and preparation and completion of executive deliverables. Coordinates a variety of meetings and events for individuals and groups requiring complex calendar and logistics management.

Key Responsibilities

• Provides the highest level of support to the Senior Vice President of our Collision SBU; anticipates leadership needs and gathers appropriate resources to support and address current business priorities; facilitates communication between the senior leadership team and other teams, departments, and external stakeholders.
• Manages multiple projects or tasks with competing priorities and deadlines independently and/or in collaboration with multiple team members or external partners; develops and maintains procedures to ensure senior leadership team is prepared to meet upcoming deadlines.
• Creates agendas, reports, presentations, and other documents for meetings and events.
• Tracks department expenses, staffing levels to ensure alignment with budgets and capacity requirements. Helps with forecasting and action plans related to revenue and expense reporting insights.
• Plans, schedules and facilitates details for meetings, seminars, and events, both internally and offsite.
• Manages a high volume of domestic and foreign travel arrangements, including applying for visas where required, preparing country information, booking flights, and making reservations. Modifies arrangements as needed, and ensures updated details are quickly distributed to travelers.
• Prepares expense reports (which may include currency conversion), reconciles corporate credit card statements, and prepares various forms such as purchase requisitions and check requests to expedite processing and payment.
• Assists the Senior Vice President with follow-up and tracking of major deliverables. Prepares routine and advanced correspondence including letters, memoranda, and reports (including professional visuals such as graphs, charts and infographics) and distributes to elicit desired call to action and responses.
• Anticipates the needs of the Senior Vice President and prepares all resources accordingly. Manages internal and external contacts proactively; responds to incoming requests as the Executive Office point of contact, providing answers according to Company policies and protocols, or directing inquiries to the appropriate business unit to expedite customer satisfaction.

Education

An associate degree from an accredited college or university is required, with a focus in Business or related discipline. In the absence of a degree, equivalent work experience directly related to the key responsibilities of the role will be considered as a substitute for the degree.

Experience

At least 3 years working in a similar strategic executive assistant role providing support to senior leaders in a large organization. 2+ years in project management or business operations in a software company highly preferred.

Must also be able to demonstrate the following skills and abilities:

• Able to work in an autonomous manner, with a high amount of confidence and limited direction from leadership, to move work forward efficiently.
• Advanced proficiency with Microsoft Office products including Outlook, Word, Excel, and PowerPoint.
• Proficiency in assisting senior leaders with departmental staffing and budget tracking
• Experience with Concur for expense reporting and processing
• Able to maintain the highest level of professionalism and confidentiality in all aspects of the role.
• Strong organization and planning skills to effectively coordinate and manage multiple calendar appointments, meetings, and events, and anticipate and quickly modify arrangements when needed.
• Able to build professional and collaborative working relationships across global teams, and with individuals outside the company.
• Excellent writing and editing skills, and can tailor communications to a specific audience.
• Creative thinker with the ability to problem solve quickly.
• Ability to analyze data and prepare insights and reports for executive decision making.
• Ability to create compelling presentations for executive audiences based on introductory inputs from SVP and product teams including ideas for visuals and multi-media concepts that marketing can refine and finalize.
• Flexible and adaptable approach to work, and can easily adjust to shifts in priorities or direction.
• Outstanding attention to detail and accuracy.

Special Position Requirements

• Must be available to work outside of normal business hours as needed, to accommodate special requests or to facilitate meetings/events that occur across global time zones/countries.

How We Work

• We value collaboration, ownership, and pragmatic problem-solving.
• We prioritize shared success over individual wins.
• We encourage employees to contribute ideas, challenge assumptions, and continuously improve how we build software.
• We believe in modern practices, fast feedback loops, and creating great customer experiences.

What We Offer

• Full benefits starting Day 1: Medical, Dental, and Vision
• 401(k) with company matching up to 4%
• Unlimited Paid Flex Time Off plus 10 company-paid annual holidays
• Company-issued laptop
• Monthly communication stipend
• One-time home office equipment stipend upon hire
• Professional development programs
• Tuition assistance available after 1 year of service
• Employee resource groups and exclusive employee discounts

What makes working at OEC awesome? It varies from employee to employee. For some, it's the flexibility - whether it's remote work or a hybrid or in-person role, OEC takes our teams across multiple time zones and international communities. For others, it's the strong sense of camaraderie and community that celebrates both individuals and team-driven contributions. Or it could be the empowerment and how the team is encouraged to take risks, learn, and grow within a dynamic and supportive environment. But no matter what gets us out of bed in the morning, our whole global community is inspired to be forward thinking and drive innovative solutions for the automotive parts and repair industry.

OEConnection is subject to certain governmental recordkeeping and reporting requirements for the administration of civil rights laws and regulations. In order to comply with these laws, we invite applicants and employees to voluntarily self-identify their gender, race and ethnicity. Submission of this information is strictly voluntary and refusal to provide it will not subject you to any adverse treatment. The information obtained will be kept confidential and may only be used in accordance with the provision of applicable laws, executive orders, and regulations, including those that require the information to be summarized and reported to the federal government for civil rights enforcement. When reported, data will not identify any specific individual. This information will be maintained separately from your application for employment. If you do not wish to self-identify at this time, you may do so in the future by submitting this form. Failure to provide the following information will not subject you to any adverse action or treatment. OEConnection is an Equal Opportunity/ Affirmative Action employer. We provide equal employment opportunities to all qualified employees and applicants for employment without regard to race, religion, sex, age, marital status, national origin, sexual orientation, citizenship status, veteran status, disability or any other legally protected status. We prohibit discrimination in decisions concerning recruitment, hiring, compensation, benefits, training, termination, promotions, or any other condition of employment or career development.