Executive Assistant

Honda - West Chester, PA

Full-time - Mid Level

West Chester, PA

Transportation Equipment Manufacturing

About the position

The Executive Assistant will join Scott Auto Group as a vital member of the Executive Team, providing comprehensive support to the Dealer-Owner of our rapidly expanding Auto Group. This role is pivotal in ensuring the smooth operation of executive functions and requires a high level of professionalism, discretion, and organizational skills. The Executive Assistant will report directly to the Dealer-Owner and will be responsible for collaborating with senior leadership teams, organizing and coordinating executive events, and overseeing special projects that are critical to the Dealer-Owner's agenda. In the realm of Corporate Growth Initiatives, the Executive Assistant will manage sensitive matters with utmost confidentiality and good judgment. This includes coordinating the submission of executive applications and various reports related to new dealership opportunities and buy/sell acquisitions. The role also involves organizing essential corporate records and maintaining business licenses, compliance files, and legal documents, ensuring that all necessary documentation is up to date and accessible. The Executive Planning aspect of this role requires the Executive Assistant to manage and prioritize the Dealer-Owner's calendar of meetings and events, ensuring that time is focused on critical strategic issues. This includes managing an active schedule with competing demands, resolving scheduling conflicts, and acting as a liaison with outside agencies on behalf of the Dealer-Owner. The Executive Assistant will also be responsible for providing early warnings of potential problems or blocks to special projects, conserving the Dealer-Owner's time by conducting research, collecting information, and being well-organized in advance. As a Personal Assistant, the Executive Assistant will represent the Dealer-Owner and the company positively through professionalism and superior follow-through skills. This includes welcoming guests, arranging travel and accommodations for both the Dealer-Owner and their family, coordinating Visa and Passport preparations, scheduling personal appointments, and purchasing gifts for various occasions. In terms of Team Functions, the Executive Assistant will organize resources for in-person meetings and off-site functions, selecting meeting spaces and making catering decisions as necessary. They will also organize, plan, and attend leadership meetings, prepare and disseminate meeting agendas, and record and circulate meeting minutes. As a member of the Executive Team, the Executive Assistant will work collaboratively with the Director of Operations, Controllers, HR, and the Dealership Management Team, preparing various documents such as Word documents, Excel spreadsheets, PowerPoint presentations, agendas, reports, and other materials to support the organization's objectives.

Responsibilities

• 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.
• Manage and prioritize Dealer-Owner's calendar of meetings and events to ensure focus on critical, strategic issues.
• Resolve scheduling issues and manage an active schedule of competing demands for the Dealer-Owner.
• Act as a liaison with outside agencies on behalf of the Dealer-Owner.
• Provide early warnings of problems or potential blocks to special projects.
• Conserve the Dealer-Owner's time by reading, researching, and collecting information as needed.
• Represent the Dealer-Owner and company positively through professionalism and superior follow-through skills.
• Welcome the Dealer-Owner's guests and manage inquiries.
• Arrange travel, accommodations, and itineraries for the Dealer-Owner and family, both domestic and international.
• Coordinate Visa/Passport preparation and renewals.
• Schedule personal appointments for the Dealer-Owner.
• Purchase personal and professional gifts for the Dealer-Owner.
• Organize resources for in-person meetings and off-site functions, including selecting meeting spaces and catering.
• Organize, plan, and attend leadership meetings, preparing and disseminating meeting agendas and recording minutes.
• Collaborate with the Director of Operations, Controllers, HR, and Dealership Management Team as part of the Executive Team.
• Prepare Word documents, Excel spreadsheets, PowerPoint presentations, agendas, reports, and other documents to support organizational objectives.

Requirements

• Proven experience as an Executive Assistant or in other administrative roles.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with confidentiality.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong problem-solving skills and ability to work under pressure.
• Experience in managing travel arrangements and itineraries.

Nice-to-haves

• Experience in the automotive industry or similar fast-paced environments.
• Familiarity with corporate governance and compliance requirements.
• Ability to work collaboratively with diverse teams.