Executive Assistant

Description

POSITION: Executive Assistant

JOB DESCRIPTION: The Executive Assistant is responsible for handling the administrative and personal tasks of the Executive.

ESSENTIAL DUTIES:

1. Provides secretarial, research, accounting, and other support as may be needed.

2. Professional assistance for Executive’s interest and well-being.

3. Conducts personal and professional business such as, but not limited to:

a. Bill paying

b. Deposits

c. Reconciling accounts

d. Maintaining spreadsheets

e. Taxes

f. Making appointments

g. Scheduling and tracking projects

h. Keeping the records necessary to those activities.

4. Maintains organized and well-kept files and work areas for self and Executive.

5. Maintains a professional attitude and understands the confidentiality of the position.

6. Several public relations functions for both internal and external programs:

a. Grand openings/Soft openings

i. Review task list daily to confirm all planning is on track.

ii. In advance, organize vendor’s prices, arrival times, products, and our payment to them, for the actual banquet night.

b. Christmas Dinners

c. Administrative Ladies’ Luncheon

d. Business breakfasts and luncheons

e. Blood Drives

f. Chili Cook-off

g. Thanksgiving Dinner

h. All-Hands Meetings

7. Direct new hires to appropriate contacts.

8. Organize the breakfast for All-Hands Meetings

9. Other Misc. duties may include the following:

a. Decorating for events/holidays

b. Purchasing for necessities for each event

c. Create a budget for each event

d. Continuous price comparison for events and overall dealership expenses

e. Reserving and organizing tables/chairs for meeting, luncheons, and company events

f. Working with caterers throughout the year for best food choices and price

g. Maintain business affairs when management is out of town

h. Personal dinner parties or events for Executive

i. Keep an updated file folder for Executive’s contacts and also in Outlook

j. Organize meetings and schedule on Outlook

k. Oversee Hyundai waiting area

l. Maintain a neat Hyundai hallway and supply closet, organizing other’s things when needed

m. Ordering all napkins and coffee cups for café area

n. Ordering other marketing items such as coaster surveys per Executive.

o. Maintaining orders for letterheads and envelopes as needed

p. Keeping updated record of Executives personal travel

10. Day-to-Day Task Include:

a. Admin. Support as directed/needed by Executive

b. Liaison for customers to management

c. Liaison for employee concerns to management

d. Filing

e. Going through mail with Executive to distribute to correct departments

f. Run errands as needed –bank deposits, prescriptions, items to be framed, etc.

g. Take phone messages and greet guests in a professional manner.

11. Other duties as assigned

WORKING CONDITIONS:

The working conditions of this job will vary from day to day. Some shifts will consist of primarily sitting at a desk and other days will involve being on your feet for extended periods of time up to entire shift. Work will be primarily performed indoors.

NOTE: This is not necessarily an exhaustive list of responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this list is intended to be an accurate reflection of the current job, the dealership reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change (i.e., emergencies, changes in personnel, workload, rush jobs, technological developments).

Requirements

ABILITIES NEEDED TO PERFORM DUTIES:

1. Ability to arrive to work on time.

2. Polite, friendly, professional, and outgoing personality.

3. High proficiency in Microsoft Office.

4. Ability to maintain a budget.

5. Basic accounting skills.

6. Ability to multi-task and switch focus quickly.

7. Detail orientated.

8. Patience and personal drive for success.