What are the responsibilities and job description for the Executive Assistant position at Scott Auto Group?
The Executive Assistant will join Scott Auto Group as a member of the Executive Team, supporting the Dealer-Owner of our fast-growing Auto Group. This role reports directly to the Dealer-Owner. This individual collaborates with our senior leadership teams, organizes and coordinates executive events, and oversees special projects for the Dealer-Owner including:
Corporate Growth Initiatives:
- Manage sensitive matters with high confidentiality, discretion, and good judgment.
- Coordinate the submission of executive applications and various reports for new dealership opportunities and buy/sell acquisitions.
- Organize critical corporation records and maintain business licenses, compliance files, and legal documents.
Executive Planning:
- Manage and prioritize Dealer-Owner's calendar of meetings and events to ensure time of focused on critical, strategic issues.
- Manage an active schedule of competing demands and resolve and schedule issues for the Dealer-Owner.
- Act as a liaison with outside agencies on behalf of the Dealer-Owner.
- Give early warning of problems or potential blocks to special projects.
- Conserve the Dealer-Owner's time by reading, researching, collecting information as needed, and being organized in advance.
-Ability to function well in a high-paced environment.
Personal Assistant:
- Represent the Dealer-Owner and company in a positive light through professionalism, superior follow-through skills, and measured judgment.
-Welcome the Dealer-Owner's guests by greeting them in person or on the phone and answering or directing inquiries.
- Arrange travel, accommodations, and itineraries for Dealer-Owner and family, both domestic and international, and ensure all travel itineraries are updated promptly.
- Coordinate Visa/Passport preparation and renewals.
- Schedule personal appointments for the Dealer-Owner.
- Purchase gifts, both personal and professional, for Dealer-Owner.
Team Functions:
- Organize resources for in-person meetings and off-site functions, selecting meeting spaces and venue catering decisions when necessary.
- Organize, plan, and attend leadership meetings. Prepare and disseminate meeting agendas for the Dealer-Owner, Record and circulate meeting minutes.
- As a member of the Executive Team, work collaboratively with the Director of Operations, Controllers, HR and Dealership Management Team.
-Prepare Word documents, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents to support the organization's objectives.