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 ideas 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.

Requirements

High School Diploma/GED and 5 years’ executive level administrative or comparable experience.
A proactive, passionate and creative problem solver.
Ability to understand, interpret, communicate and react to ambiguous requests.
High level of communications skills to interact with senior executives and external professionals.
Professional demeanor and telephone manners are essential.
Exceptional organizational skills required.
Detail-oriented a must.
Demonstrated ability to handle multiple tasks simultaneously.
Ability to work in a fast-paced, multi-task environment in which attention to detail is expected.
Must be able to maintain the highest level of confidentiality.
Resourceful self-starter with ability to work with minimal supervision.
Ability to prioritize and work independently.
Energetic and positive team player who is flexible and personable with service-oriented attitude.
Positive and constructive.
Must be highly proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
Proficiency with digital devices and files and an aptitude to quickly learn new technologies.
Command of spelling, punctuation and grammar and proofreading.

Benefits

A competitive salary and comprehensive healthcare, with multiple options for individuals and families.
Generous 401(k) retirement plans with company match.
Professional development and continuing education opportunities.
Inclusive parental leave policies, plus comprehensive fertility coverage and adoption assistance.
Extra perks like pet insurance, employee discounts and much more.

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

calendar managementtravel coordinationexpense reportingdata analysismemo preparationPowerPoint presentationsreport preparationschedulingmeeting facilitationbudget management

Soft Skills

problem solvingcommunicationorganizational skillsattention to detailmulti-taskingconfidentialityindependenceprioritizationteam playerflexibility

Certifications

High School DiplomaGED