PERSONAL ASSISTANT

Job Description

Job Description

Benefits:

• Company parties
• Flexible schedule
• Paid time off
• Training & development

Position Overview
We are seeking a dependable, proactive, highly organized Personal Assistant to support the Manager with daily priorities, business operations, automotive activities, and property-related tasks. The ideal candidate anticipates needs, follows through without constant reminders, communicates professionally, protects confidential information, and identifies ways to make work more efficient.

Key Responsibilities 

1. Calendar & Meeting Preparation: Maintain the Manager’s calendar, send reminders, confirm appointments, and prepare the necessary paperwork, dates, times, locations, contact details, and follow-up items.
2. Business & Dealership Coordination: Track priorities and project deadlines; coordinate with Sales, Service, Parts, and Finance; follow up on assigned tasks; and provide clear updates on progress, delays, and items requiring a decision.
3. Communication & Administrative Support: Screen and route calls as directed, monitor designated email inboxes, draft professional emails and memos, organize documents, and maintain an action list for pending matters.
4. Parts, Vehicles & Service Coordination: Help locate and order vehicle parts, compare availability and pricing, track orders and returns, and communicate with vendors and mechanics to help keep work moving.
5. Social Media & Technology: Prepare and publish approved vehicle, business, and property posts; assist with listings and basic digital content; and use business software, spreadsheets, AI tools, and other technology to improve productivity.
6. Property & Rental Support: Help coordinate maintenance requests, vendor appointments, supplies, inspections, guest-related follow-ups, and task status for rental properties, as assigned.
7. Errands, Expenses & Special Projects: Complete authorized personal and business errands, organize receipts and expense records, assist with special events, and handle other projects as assigned.
8. Confidentiality & Professional Judgment: Protect private business, financial, customer, employee, and personal information; use good judgment; and share information only with authorized people. 

Required Skills & Qualities
- English/Spanish bilingual fluency is a must. The candidate must be able to communicate professionally in both English and Spanish, verbally and in writing.
- Reliable, punctual, trustworthy, and consistent about completing assignments.
- Strong organization, time management, attention to detail, and follow-through.
- Professional communication; comfortable speaking with staff, customers, vendors, and service providers. l Comfortable with social media, email, spreadsheets, online research, business software, and learning new tools, including AI.
- Resourceful and solution-oriented; able to suggest practical ideas that improve workflow and reduce delays.
- Flexible and calm in a fast-paced environment; able to prioritize changing requests and ask questions when instructions are unclear.
- Valid driver’s license and reliable transportation preferred if driving or errands are part of the role.