Administrative Assistant

The Administrative Assistant will possess strong organizational and communication skills, bring energy and proactivity to the role, and demonstrate a willingness to learn about the company and its operations while providing support to the COO and the Acquisitions team. Keen attention to detail and ability to organize information is essential as the Administrative Assistant will be expected to manage the day-to-day administrative affairs of the department, including but not limited to, managing the marketing functions such as industry event, business trips, assisting with the creation of presentation materials, invoice processing, departmental expense reporting, and enforcing quality control. Strong Microsoft software skills will be utilized to format internal templates and documents, and to perform other advanced functions quickly and efficiently. Working with this hands-on team will require the ability to think and act independently and a confident take charge attitude will allow you to quickly assume responsibility for tasks. Flexibility and prioritization skills are key to managing multiple tasks with similar urgency. Other duties will include general office administration tasks, such as scanning, filing, copying, mailing, and printing. 

RESPONSIBILITIES:

Chief Executive Officer Support

• Book and manage travel arrangements – flights, hotels, ground transportation
• Assist with calendar management
• Review and reconcile expenses for report submission
• Manage subscriptions and memberships
• Ensure proper tracking of client and prospect meetings
• Prepare hardcopy of select presentation materials
• Track and report on public industry information
• Assist with board presentation data

Acquisitions Team Support

• Oversee team calendar; ensure detailed tracking of industry event functions and attendance
• Manage industry events; confirm and manage registrations and sponsorships, prepare and deliver marketing materials as needed, monitor and update budget, prepare invitations for co-sponsored dinners and events, research and coordinate reservations and contracts for restaurant and event locations.
• Attend team meetings and organize workload updates
• Manage Letter of Intent (LOI) distribution and tracking and ensure accurate records in Salesforce. Assist with deal summary preparation as requested
• Compile and produce Weekly, Monthly, and Quarterly Reports as directed to include LOI tracking, marketing budget, and membership tracking
• Assist with the development and updates of marketing material; prepare presentation materials as requested
• Manage company website updates as needed, including Acquisition team members bios
• Prepare and post content, and track statistics on company LinkedIn account
• Assist with preparation of Investment Committee Memo
• Assist with reconciliation and submission of expense reports
• Other duties as assigned

Office Operations

• Act as a backup to assist with day-to-day office operations to include receiving visitors, handling and referring telephone calls, accepting deliveries, distributing mail, sending overnight packages, maintaining office supplies, and overall tidiness of the office
• Contribute and actively participate in training sessions
• Assist with recruiting and onboarding new employees
• Maintenance of the electronic resource library and corporate templates
• Provide Notary services as needed

Qualifications/Requirements:

5 years previous Administrative Assistant experience with strong organizational, written, verbal communication and computer skills required. Executive support is a plus. Candidate must have the ability to multi-task with keen attention to detail and have experience supporting events. Strong Microsoft Office Suite skills (Word, PowerPoint, Outlook, One Note, and Excel), simple Web publishing, and Salesforce experience preferred.

Capital Automotive offers comprehensive compensation and benefits, and a dynamic work environment that values excellence, teamwork, and professional growth. If you possess the qualifications and skills to excel in this role, we encourage you to apply.

Equal Opportunity Employer