Executive Assistant I

Job Description

The Executive Assistant provides a wide range of administrative support, splitting their time between the VP of Enterprise Marketing & Communications, the VP of Enterprise Client Management and the VP of Enterprise Accounts.

The Executive Assistant demonstrates a high level of integrity, professionalism and confidentiality, handling sensitive and confidential information with tact, discretion and judgment. A high degree of responsiveness and independent judgment is required to plan, prioritize, and organize in a fast-paced, rapidly changing environment.

SPECIFIC RESPONSIBILITIES:

• Manage VP’s appointment schedule by planning and scheduling meetings, conference calls and travel.
• Responsible for overall VP calendar management, requiring interaction with both internal and external executives and assistants.
• Arrange all VP travel, and all accommodations, including comprehensive and detailed itineraries.
• Coordinate scheduling of meetings and conference rooms in support of VP, including catering and conference room set up as needed.
• Facilitates and troubleshoots technologies and meeting/video conferencing platforms (MS Teams).
• Welcome guests by greeting them.
• Plan and support group meetings at office and offsite locations, including arranging all conference room and site details, catering, room setup and managing the agenda.
• Assist with out-of-town candidate travel, accommodations and expense reporting.
• Coordinate onboarding of new employees, including office space, equipment and supply procurement and scheduling of onboarding meetings.
• Assist with team all-hands meeting and team-building events, including origination of idea and coordination of facility, travel, food and lodging accommodations (as needed).
• Provide support for executive meetings and/or large meetings (including copies, ordering promotional items, etc.)
• Assist with P-card management and department budget as needed.
• Order specialty-item office supplies as needed.
• Maintain team calendar (special events, birthdays, etc.).
• Assist with assembly of weekly status reports.
• Coordinate office moves with facilities and other EAs.
• Prepare expense reports for VPs.
• Collect and analyze data and prepare memos, PowerPoint presentations, reports and spreadsheets (as needed).
• Attend staff meetings on as-needed basis.
• Prepare executives for their activities, including providing background information for meetings, special activities and presentations.
• Maintain employee reference lists and organizational charts for supported departments.
• Integrate into the Cox Automotive executive assistant community and promotes/maintains professional relationships with administrative staff, including avoiding gossip.
• Serve as a backup for other assistants, as necessary.
• Assist with Marketing department special projects as needed.

REQUIRED QUALIFICATIONS:

• High School Diploma/GED and 5 years’ executive level administrative or comparable experience. The right candidate could also have a different combination, such as any level of degree/certification beyond a HS diploma/GED in a related discipline and 3 years of experience; or 7 years’ experience in a related field.
• Must be highly proficient in Microsoft Word, Excel, PowerPoint, and Outlook
• Experience with Mac computers and Apple software (Keynote) a plus
• Proficiency with digital devices and files and an aptitude to quickly learn new technologies a plus
• Must be able to maintain the highest level of confidentiality
• Resourceful self-starter with ability to work with minimal supervision
• Demonstrated ability to handle multiple tasks simultaneously
• Exceptional organizational skills required
• Detail-oriented a must
• Command of spelling, punctuation and grammar and proofreading
• Professional demeanor and telephone manner essential
• Ability to prioritize and work independently
• High level of communications skills to interact with senior executives and external professionals

COMPETENCIES FOR SUCCESS:

• Energetic and positive team player who is flexible and personable with service-oriented attitude.
• Positive and constructive
• A proactive, passionate and creative problem solver
• Ability to understand, interpret, communicate and react to ambiguous requests
• Ability to work in a fast paced, multi-task environment in which attention to detail is expected

REPORTING RELATIONSHIPS:

This position reports to the Vice President of Enterprise Marketing & Communications, and the Vice President of Enterprise Client Management for Cox Automotive.