Executive Assistant

Job Description

Job Description

Description:

About the Role

We are looking for a highly organized, proactive, and polished Executive Assistant to provide high-level support within a fast-paced automotive organization.

This is a highly visible position that requires exceptional judgment, discretion, communication skills, and the ability to manage multiple priorities at once. The ideal candidate is someone who can anticipate the needs of senior leadership, keep them organized and prepared, and confidently manage details without needing constant direction.

If you are someone who thrives in a fast-paced environment, enjoys solving problems, and takes pride in being the person who keeps things moving behind the scenes, we want to hear from you.

What You’ll Do:

• Provide day-to-day support to executive leadership while working directly with the Senior Executive Assistant. 
• Manage complex calendars, meetings, appointments, and travel arrangements.
• Coordinate executive meetings, leadership meetings, and special events.
• Prepare agendas, meeting materials, presentations, reports, and correspondence.
• Track follow-up items, deadlines, and action items to ensure commitments are completed.
• Serve as a professional and trusted point of contact for internal and external communications.
• Screen and prioritize calls, emails, and requests requiring executive attention.
• Oversee confidential and sensitive information with a high level of discretion.
• Assist with executive projects, initiatives, and special assignments.
• Coordinate communication and follow-up between executive leadership, dealerships, corporate departments, and other stakeholders.
• Help prepare leadership presentations and business updates.
• Organize and maintain important documents, records, and executive files.
• Anticipate needs and identify potential issues before they become concerns.
• Work independently to research, coordinate, and complete assignments with minimal supervision.
• Support other administrative and organizational needs of the executive leadership team, as necessary.

What We’re Looking For:

• 3+ years of experience supporting senior executives, preferably in an Executive Assistant or similar role.
• Experience supporting multiple executives is strongly preferred.
• Automotive, dealership, or other fast-paced operational experience is a plus.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Excellent attention to detail and follow-through.
• Ability to prioritize competing demands and adjust quickly when priorities change.
• Strong judgment and the ability to oversee confidential information appropriately.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Comfortable working with senior leaders, dealership management, employees, vendors, and external partners.
• Professional, confident, and approachable demeanor.
• Ability to work independently and anticipate what needs to be done before being asked.
• A solutions-oriented mindset and a willingness to jump in wherever needed.

What we offer:

• Full Time
• PTO and holidays
• 401(K) retirement plan with company matching
• The top insurance program in the industry including medical, dental, prescription and vision
• Advancement within the Ciocca Automotive Family
• Employee discounts: purchases, repair, service, wash
• Employee Assistance Program (EAP)
• A modern state-of-the-art corporate environment

You know how to stay five steps ahead, keep track of the details others may miss, and calmly manage last-minute changes. You are comfortable communicating with people at every level of an organization and understand that discretion, responsiveness, and follow-through are critical.

This is a role for someone who takes ownership, thinks ahead, and gets things done.

If you are an experienced Executive Assistant who thrives on organization, accountability, and making leaders more effective, we’d love to meet you.

At Ciocca Automotive, our team members enjoy a supportive and collaborative work environment. Don’t miss out on this exciting opportunity to grow your career! Apply now!

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Requirements: