Executive Assistant at Smart AutoCare

Job Title: Executive AssistantDepartment: AdministrationPay Grade: Choose Pay GradeOvertime Eligibility: ExemptDate: November 2025Job Summary:The Executive Assistant (EA) to the Smart AutoCare President/CEO plays a critical role in ensuring the organization operates efficiently and effectively. This position is responsible for managing a wide range of administrative operational and executive-support tasks. The EA serves as the primary point of contact for incoming calls and correspondence directed to the President/CEO maintains detailed calendars and travel schedules front desk management and prepares presentations reports and meeting materials.This role requires exceptional organizational skills strong attention to detail and the ability to work in a fast-paced constantly evolving environment while maintaining the highest level of professionalism and confidentiality.Minimum Qualifications:EducationHigh school diploma; Preferred at least two years of college or an equivalent combination of education and experience.Experience5 years of Executive Assistant or related experience requiredLicensure Certification and/or RegistrationCurrent or previous ASE Certification preferred.Supervision Exercised Direct Indirect N/ATypical Positions SupervisedN/A Primary Job FunctionsExecutive and Administrative Support Manage all incoming and callback phone calls; screen and direct individuals requesting time with the President/CEO. Manage all forms of correspondence including email memos and formal letters. Maintain and coordinate the President/CEOs calendar including scheduling meetings appointments travel and reservations. Draft and prepare meeting agendas minutes and follow-up documentation. Conduct research compile information and prepare presentations and reports as requested. Prepare conference rooms for meetings ensuring supplies equipment and catering needs are met. File and retrieve corporate records documents and reports. Prepare submit and track the President/CEOs expense reports. Provide support for special projects and other tasks as assigned.Corporate Travel & Program Management Manage and negotiate rates with Travel Partner hotels rental car agencies and airline business programs. Oversee the Corporate Travel Program including approval of all corporate travel and preparation of expense reports for Corporate Card Holders.Office & Facility Operations Assist with I-9 verification and related onboarding processes. Coordinate in-office special events including employee food programs client meetings snacks and celebrations. Manage all office purchasing and supply needs. Partner with Property Management to coordinate building repairs cleaning and daily facility operations.Periodic Job Functions Serve as backup support for the warehouse mailroom as needed.Skills & Competencies RequiredHigh school diploma required; an associates degree in business administration is preferred.5 years of Executive Assistant or related experience required.Exceptional organizational and analytical skills; demonstrated ability to manage multiple tasks simultaneously and adapt to a changing environment.Ability to analyze interpret and prepare reports.Expert in Microsoft PowerPoint Excel Word and Outlook.Excellent written and verbal communication skills with an emphasis on confidentiality tact and diplomacy.Ability to work with a team and independently.Strong time management skills.Experience working in the automotive warranty industry is a plus.Required Experience:IC Key Skills Time Management,Microsoft Office,Organizational skills,Microsoft Outlook,Microsoft Word,Personal Assistant Experience,Microsoft Powerpoint,Calendar Management,Microsoft Excel,Administrative Experience,Microsoft Outlook Calendar,Google Suite Employment Type : Full Time Department / Functional Area: Administration Experience: years Vacancy: 1