Senior Executive Assistant II

Penske Automotive Group - Reading, PA

Full-time - Entry Level

Reading, PA

Truck Transportation

About the position

The Senior Executive Assistant II position at Penske is designed for a highly organized and professional individual who will provide direct support to Officer level leadership in a fast-paced, high-volume environment. This role encompasses a wide range of strategic and tactical support functions aimed at facilitating the smooth operation of the executive office. The successful candidate will be responsible for managing complex schedules, coordinating travel arrangements, and ensuring that all administrative processes are executed efficiently and effectively. This includes maintaining calendars, preparing reports and presentations, and handling correspondence with a high degree of professionalism and discretion. In addition to traditional administrative duties, the Senior Executive Assistant will play a crucial role in enhancing communication within the department and with external stakeholders. This involves compiling and monitoring daily schedules, coordinating meetings, and ensuring that all necessary materials are prepared in advance. The role also requires the ability to manage customer service issues, process invoices, and maintain accurate administrative records. The ideal candidate will demonstrate exceptional interpersonal skills, a strong work ethic, and the ability to multitask in a dynamic environment. The position requires a commitment to regular attendance and the ability to work onsite five days a week. The successful candidate will also be expected to travel as necessary and to complete all required employment processes, including background checks and drug screenings. Overall, this role is pivotal in supporting the leadership team and ensuring that the administrative functions of the department run smoothly and efficiently.

Responsibilities

• Compile and monitor the daily schedules and coordinate travel for all direct reports and other team members.
• Maintain calendar of events, project deadlines, and agendas.
• Review incoming correspondence for important dates and establish diary follow-up.
• Compose response letters and assist with emails, calls, and other correspondence.
• Create and format ad hoc and routine reports, presentations, and spreadsheet projects as requested.
• Coordinate, support, and provide assistance for all aspects of the department's administrative processes.
• Ensure visitors are provided appropriate directions, lodging, and travel options.
• Directly manage or forward customer service issues and complaints for proper resolution.
• Process and track invoices and run invoice reports upon request.
• Provide phone coverage and take messages for the department upon request.
• Oversee, develop, and maintain needed administrative record-keeping systems and processes for the department.
• Ensure monthly newsletter is generated and sent out to area associates by the end of the first week.
• Create and manage monthly technical and leadership training reports and identify eligible associates for upcoming courses.
• Utilize AS400 system process reports.
• Perform other duties and responsibilities as assigned by supervisor.

Requirements

• Minimum high school diploma; some college is helpful.
• Very strong interpersonal skills to communicate effectively both in writing and verbally.
• Ability to draft correspondence on behalf of the supported leader.
• Professional demeanor with demonstrated customer service focus.
• Expert proficiency in all frequently used business software programs (Word, Excel, PowerPoint, Visio, Access).
• Past experience utilizing audio and visual conferencing equipment, including web-meeting software, is highly preferred.
• Ability to manage and maintain complex calendars and schedules.

Nice-to-haves

• Experience in a high-volume administrative support role.
• Familiarity with AS400 system process reports.