Executive Administrator

Mach10 Automotive seeks a detail-oriented Executive Administrator who thrives in driving projects independently with precision and efficiency. This role encompasses strategic data analysis, bookkeeping, HR, benefits, and payroll administration, along with providing executive support and managing contracts.

Responsibilities:

HR Administration:

• Manage HR administration tasks, including employee onboarding, benefits administration, and compliance.
• Oversee payroll processing, ensuring accurate and timely disbursement of wages and benefits.
• Ensure adherence to HR policies, procedures, and regulatory requirements.
• Serve as a point of contact for HR-related inquiries and employee concerns.
• Maintain all business systems, including a secure virtual data room and CRM, and run reports as needed.
• Maintain accurate and up-to-date employee records, including personal information, attendance, and performance evaluations.
• Ensure compliance with data protection regulations and confidentiality standards.

Bookkeeping and Financial Management:

• Oversee bookkeeping activities, ensuring timely and accurate recording of financial transactions.
• Manage all accounts receivable, accounts payable, and bill payment.
• Maintain accounts, reconcile balances, and prepare financial reports for management review.
• Collaborate with internal teams to streamline financial processes and improve efficiency.

Data Analysis:

• Utilize advanced analytical tools and techniques to analyze large datasets and extract meaningful insights.
• Identify patterns, trends, and correlations in data to support informed decision-making across the organization.
• Present findings and recommendations clearly and concisely to stakeholders.

Contract Administration:

• Manage contracts and agreements, drafting and monitoring for accuracy.
• Edit existing contracts and documents to tailor to the specific needs of and parties to the agreement.
• Maintain and draft all service agreements for leadership and prospects, acting as a resource to staff members on contract issues.
• Collaborate with vendors, legal counsel, and internal stakeholders to facilitate contract revisions and renewals.
• Maintain a centralized repository of contracts, ensuring accessibility and version control.

Executive Support:

• Manage executive calendars and schedule appointments.
• Coordinate meetings, conferences, and travel arrangements.
• Provide administrative support, such as drafting correspondence and preparing reports.
• Assist in project coordination and tracking deadlines.
• Conduct data entry and maintain accurate records.
• Manage office supplies inventory and place orders when necessary.
• Work hand in hand with the CEO and COO, anticipating needs and proactively handling tasks and deadlines.

Skills and Qualifications:

• Bachelor’s degree in a relevant field or equivalent automotive experience.
• Proven experience in financial statement analysis, benchmarking, and administration within the automotive industry.
• Strong understanding of dealership operations and financial metrics, with the ability to provide actionable insights aligned with benchmark goals.
• Excellent analytical skills and attention to detail, with a track record of delivering accurate and timely analysis.
• Expert-level proficiency in Excel.
• Proficient in expert editing for grammar, punctuation, and formatting.
• Strategic mindset with the ability to translate analysis into actionable recommendations for clients.
• Effective leadership and communication skills, with the ability to collaborate with stakeholders at all levels of the organization.
• Proficiency in Outlook Calendar for scheduling appointments.
• Strong administrative skills with attention to detail.
• Experience in project coordination and tracking deadlines.
• Familiarity with Google Suite for document management.
• Excellent calendar management abilities.
• Proficient in proofreading documents for accuracy.
• Efficient data entry skills.
• Very strong skills in Excel and presentation software.

Mach10 Automotive is a new Automotive Advisory firm (est. July 2023) and this position comes with significant opportunity for growth and financial opportunity long term.

Job Type: Full-time

Pay: $71,634.00 - $90,983.00 per year

Benefits:

• Health insurance
• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift

Experience:

• Microsoft Excel: 3 years (Required)
• Microsoft Powerpoint: 3 years (Required)
• Executive administrative support: 5 years (Required)

Ability to Commute:

• Westlake Village, CA 91361 (Required)

Work Location: In person