Executive Assistant II

- Entry Level

Atlanta, GA

Telecommunications

About the position

Cox Automotive is seeking an Executive Assistant to provide administrative leadership and support to a group of Vice Presidents within the People Solutions Organization. The individual in this role will provide seamless execution of tasks and administrative support including extensive calendar management, managing the leaders' daily schedule, and handling tasks on behalf of the leader as needed. Independent judgment and decision making, and self-starter orientation is required to accurately plan, prioritize, organize and deliver detailed results in a fast-paced environment across organizational departments. The Executive Assistant is the key to keeping the leaders focused on the business priorities by taking care of administrative details and tasks.

Responsibilities

• Responsible for supporting leadership, managing priorities in a fast-paced, deadline driven environment.
• Organize and manage meetings and events including securing, managing and preparing meeting space, travel, catering, transportation and set-up.
• Operates independently to complete high quality work to meet established goals.
• Can communicate in an appropriate and timely manner using Microsoft Teams, email, and text.
• Discreetly handles confidential information of major importance such as company strategy, financial and personnel information.
• Communicate effectively with individuals at all levels of the Cox organization.
• Liaison to facilities for work environment needs.
• Coordinate onboarding support to new executive employees; ensure they have the needed resources to get started as a new employee of Cox Automotive.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel.
• Arrange domestic & international travel and all accommodations including comprehensive and detailed itineraries for internal team members and external clients as needed.
• Perform administrative functions such as ordering supplies, coordinating equipment repairs and supply purchasing and procurement card reconciliation.
• Prepares expense reports, memoranda, and reports which may require the gathering of data from internal and/or external sources.
• Provide calendar and time management: schedule resources such as people, meetings, conference rooms, equipment and technology support.
• Ensure all documents, letters, briefings and other materials are in final format, including but not limited to grammar, content, substance, and accuracy.
• Attends staff meetings, records minutes and creates a summary of the meeting, highlighting the significant issues, distributing meeting minutes and documents, as assigned (as needed and appropriate).
• Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
• Support Ad-hoc projects including but not limited to: Creating Purchase Orders in Oracle, Creating and maintaining Engagements in WorkForce Logiq, Maintaining the People Solutions Distributions lists in Outlook.
• Performs other duties as requested.

Requirements

• High School Diploma/GED and 7 years' experience in a related field. The right candidate could also have a different combination, such as any level degree/certification beyond a HS diploma/GED in a related discipline and 5 years' experience; or 9 years' experience in a related field.
• Demonstrated, highly proficient skill level in Microsoft Teams, Word, Excel, PowerPoint, and Outlook.
• Proven experience and demonstrated ability to maintain the highest level of confidentiality is required.
• Demonstrated ability to manage multiple projects and priorities in a fast-paced, deadline driven environment. Intuition and proactiveness are essential.
• Exceptional detail orientation and organizational skills required.
• Demonstrated proficient communication skills (written, verbal and presentation).
• Proven ability to prioritize and work independently while collaborating and partnering with a cross-functional group.
• Professional appearance and telephone manner essential.

Nice-to-haves

• Associates or Bachelors degree and 5 years relevant experience.
• Visio experience preparing Organizational Chart.

Benefits

• Minimum of sixteen hours of paid time off every month.
• Seven paid holidays throughout the calendar year.
• Additional paid time off in the form of bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, and parental leave.
• Health care insurance (medical, dental, vision).
• Retirement planning (401(k)).
• Flexible vacation/wellness days, and/or PTO.