Administrative Assistant

At Teton Auto Group in Idaho Falls, we are different than your average car store, we help people with overcoming challenges by helping them with their automotive needs. We are committed to an environment where the customer is always treated with respect and dignity.  Growth is encouraged through diligence, teamwork & creativity. Above all, there is the highest standard of honesty and integrity when conducting business. If you have an interest in automotive and a desire to develop a career in the industry, apply today! 

Job Summary:

The Administrative Assistant provides administrative support to ensure efficient operation to the Chief Operating Officer (COO), Teton Toyota General Manager (GM), and the executive team at Teton Auto Group. This role supports managers and employees through a variety of tasks related to organization and communication. The Administrative Assistant is responsible for confidential and time sensitive material. This individual will serve as a trusted partner, ensuring smooth operations through proactive organization, communication, and execution of critical administrative and operational tasks. The ideal candidate is highly organized, detail-oriented, and possesses exceptional communication and multitasking skills.

What We Offer 

• Medical, Dental & Vision Insurance 
• 401K Plan 
• Paid time off and vacation
• Growth opportunities 
• Paid Training
• Employee vehicle purchase plans
• Long term job security
• Health and wellness 
• Competitive salary and benefits package
• Opportunities for professional development and growth
• Collaborative and supportive work environment
• Contribution to meaningful projects and initiatives within the organization
• Discounts on products and services

Key responsibilities:

Support for the COO:
• Manage and prioritize the COO's calendar, appointments, and meetings.
• Coordinate and prepare materials for meetings, including agendas, presentations, and reports.
• Assist in drafting and proofreading communications, emails, and other documents.
• Handle confidential and sensitive information with discretion.
• Maintain records of critical decisions and key meetings for future reference.
• Track and follow up on action items and deadlines related to the COO.

Support for the GM of Teton Toyota:
• Provide administrative assistance to the Teton Toyota GM, including scheduling, correspondence, and reporting.
• Assist with dealership-specific projects and operational needs as directed by the GM.
• Collaborate on implementing initiatives to improve operational efficiency and customer satisfaction.
• Liaise between departments and the GM to ensure seamless communication and execution of goals.

Executive Team and Owners Support:
• Facilitate communication and collaboration across all levels of the organization.
• Coordinate travel arrangements and itineraries for the executive team.
• Assist in preparation for meetings and executive-level discussions.
• Prepare presentations, data analyses, and reports to support executive decision-making.
• Maintain and update executive team contacts, calendars, and relevant files.

Administrative and Operational Support:
• Oversee and organize support staff responsibilities to maintain efficiency and alignment with goals.
• Prepare monthly reports, summaries, and documentation for the executive team.
• Assist in planning and executing meetings, events, and special projects.
• Monitor and manage office supplies, equipment, and vendor relationships as needed.
• Implement and streamline administrative processes to ensure smooth day-to-day operations.
• Create and maintain filing systems for easy access to key documents and information.

General Duties:
• Ensure the COO and GM are briefed on key issues, deadlines, and priorities.
• Maintain systems for tracking goals, deliverables, and progress for the COO and GM.
• Proactively identify areas for improvement in administrative processes and implement solutions.
• Support the development and implementation of internal policies and procedures.
• Manage relationships with both internal and external stakeholders to maintain strong business connections.

Additional Responsibilities:
• Work efficiently in a fast-paced environment with shifting priorities, adapting quickly to changes and ensuring all tasks are completed on time.
• Ensure all meeting invites contain the necessary details to facilitate efficient meetings, including agendas, background information, and logistical information.
• Demonstrate strong teamwork skills, collaborating effectively with various departments and executives to achieve company goals.
• Remain confident, calm, and secure in all situations, managing stress and high-pressure scenarios with professionalism.
• Maintain a strong sense of urgency, anticipating the needs of executives and proactively addressing issues before they arise.
• Anticipate challenges and solve problems resourcefully, identifying solutions quickly and efficiently.
• Act as an event organizer for company events, meetings, and special projects, ensuring all details are coordinated smoothly.
• Think strategically, considering the long-term impact of decisions and re-organizing plans when necessary to align with evolving priorities.
• Present a professional, proactive, and helpful demeanor in all interactions with both internal and external stakeholders.
• Manage and cultivate relationships with key partners and team members to promote effective communication and collaboration across the organization.

Qualifications:
• Education: Bachelor’s degree in Business Administration, Communications, or a related field preferred. Experience may be considered in lieu of education. However, relevant experience may be considered as a substitute for formal education.
• Experience: Minimum of 3 years in an executive assistant or similar administrative role, preferably supporting senior executives in a fast-paced environment.

Skills and Abilities:
o Exceptional organizational and time management skills.
o Strong written and verbal communication abilities.
o Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws