Executive Assistant

Full-time - Entry Level

Toledo, OH

Motor Vehicle and Parts Dealers

About the position

The Executive Assistant provides high-level administrative support to the company executives, ensuring smooth and efficient operations. The role involves managing calendars, scheduling meetings, and coordinating travel arrangements. The Executive Assistant often handles confidential and sensitive information. They assist with preparing reports, presentations, and communications, as well as organizing company events and meetings. In addition, they are responsible for maintaining office systems, managing records, and ensuring compliance with organizational policies. Strong organizational, communication, and multitasking skills are essential, along with the ability to work independently and maintain a high level of professionalism.

Responsibilities

• Manages the President's calendar and independently schedules appointments.
• Meets daily with the President to review high-priority action items, schedule updates, and critical issues requiring immediate attention.
• Screens incoming calls and correspondence, responding independently when possible.
• Coordinates programs, company events, and conferences, including securing venues and catering services, sending invitations, coordinating speakers, and managing event budgets.
• Directs the preparation of documents for corporate meetings, including agendas, notices, minutes, and resolutions.
• Serves as custodian of confidential corporate documents and records.
• Handles highly confidential information and is expected to maintain the highest standards of discretion and confidentiality.
• Composes and distributes confidential correspondence, reports, and other complex documents to the leadership team.
• Develops and maintains databases and spreadsheet files.
• Organizes detailed and complex travel plans and itineraries, prepares travel-related meeting documents, and ensures travel accuracy.
• Prepares presentations in Excel and PowerPoint, including company financial data, key metrics, and leading indicators.
• Provides offsite home office management support for the President and CEO.
• Assists with the maintenance of leadership HR files, documentation, and compliance records.

Requirements

• Proficient in the Microsoft Office Suite, including Word, Excel, Access, PowerPoint, Outlook, and Internet Explorer.
• Experienced in event planning and coordination.
• Exceptional attention to detail.
• Professional and diplomatic, with the ability to effectively communicate and represent the company to business leaders and customers.
• Strong written and verbal communication skills.
• Highly organized, structured, and disciplined in supporting business executives.

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Paid time off
• 401(k) plan