Executive Assistant
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.
- Minimum 3 years of experience as an Executive Assistant, preferably supporting C-level executives.
- Familiarity with documents, spreadsheet, calendar, and online meeting technology software.
- Ability to navigate and thrive in an ambiguous environment.
- Ability to deal with conflicts as well as give and receive feedback diplomatically.
- Outstanding verbal and written communication skills
- Initiative-taking, exhibits positivity, strong work ethic, professionalism, confidentiality, and good judgment.
- Incredibly organized and resourceful; able to juggle and multi-task, with acute attention to detail and follow through.
- Must have a strong work ethic and be willing to work flexible hours above and beyond the scheduled workday when necessary.
- Ability to maintain a realistic balance among multiple priorities and confidential matters with discretion.
- Ability to work independently on projects, from conception to completion.
- Compensation: $60,000-$85,000. Salary will be determined based on experience, competencies, certifications and education.
- Benefits:
- Medical Insurance
- Vision Insurance
- Dental Insurance
- Life and AD&D Insurance
- Disability Insurance
- Flexible Spending Account (FSA)
- 401(k) with company match
- Paid Time Off (PTO)
- Paid Sick Time
- Paid Holidays
- Additional voluntary benefits: We also offer a variety of other benefits including an Employee Assistance Program (EAP), Accident Coverage, Critical Illness, Cancer Insurance, Pet Insurance, and Identity Theft Insurance
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