Executive Assistant

Job Description

Job Description

Executive Assistant 

Ocean Automotive Group
Location: Miami / West Kendall and Doral, FL (25% Travel to Georgia)
Employment Type: Full-Time
Department: Administration

About the Opportunity

Ocean Automotive Group is seeking a highly organized, polished, and experienced Executive Assistant to Senior Management position .

This is a high-level executive support position requiring exceptional judgment, discretion, organization, communication, and follow-through. The Executive Assistant will work closely with the President and serve as an important liaison between executive leadership, dealership management, employees, vendors, business partners, and other stakeholders.

The successful candidate must be able to anticipate needs, manage competing priorities, protect the CEO's time, and ensure important matters are appropriately organized, communicated, tracked, and followed through to completion.

This position requires someone who can operate with a high degree of independence and professionalism in a fast-paced, multi-location organization.

Key Responsibilities

Executive Support

• Provide comprehensive administrative and organizational support to the President & CEO.
• Manage and prioritize the CEO's calendar, meetings, appointments, commitments, and scheduling requests.
• Coordinate internal and external meetings, including agendas, materials, locations, conference calls, and follow-up.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Assist the CEO in prioritizing competing requests and commitments.
• Prepare correspondence, presentations, reports, spreadsheets, meeting materials, and other executive documents.
• Review incoming requests and communications and determine appropriate routing and priority.
• Maintain organized executive records, files, correspondence, and supporting documentation.
• Assist with travel arrangements, itineraries, reservations, and related logistics.
• Coordinate business meals, executive meetings, dealership visits, and special events as requested.
• Handle highly confidential and sensitive information with discretion.

Communication & Executive Liaison

• Serve as a professional point of contact for individuals seeking access to the President & CEO.
• Help manage the flow of information between the CEO, Vice Presidents, executives, General Managers, department leaders, and other stakeholders.
• Determine which matters require the CEO's direct involvement and which can appropriately be directed to another executive or department.
• Ensure important information reaches the appropriate person promptly.
• Follow up with managers and executives regarding information, documents, reports, approvals, and action items requested by the CEO.
• Communicate professionally on behalf of the CEO when authorized.
• Maintain effective working relationships across all Ocean Automotive Group locations.
• Exercise sound judgment regarding sensitive or confidential communications.

Meetings & Follow-Up

• Schedule and coordinate executive, leadership, management, and departmental meetings.
• Prepare agendas and distribute supporting materials in advance when required.
• Attend designated meetings and document key decisions, assignments, and action items.
• Maintain follow-up lists and track outstanding assignments.
• Follow up with responsible parties regarding deadlines and deliverables.
• Provide the CEO with organized updates regarding outstanding matters.
• Help ensure decisions made during meetings are communicated and carried through to completion.

Multi-Location Coordination

• Coordinate information and requests involving Ocean Automotive Group's dealership and corporate locations.
• Communicate with General Managers and department leaders regarding executive requests and priorities.
• Assist with coordinating dealership visits, executive meetings, company initiatives, and special projects.
• Maintain awareness of significant upcoming meetings, events, deadlines, renewals, and company commitments.
• Assist executive leadership with cross-functional projects as assigned.

Administrative & Project Management

• Maintain organized systems for tracking executive projects, priorities, deadlines, and pending matters.
• Assist with research, data gathering, reports, presentations, and special projects.
• Coordinate documents requiring executive review, approval, or signature.
• Track contracts, proposals, correspondence, and other executive documents requiring action.
• Assist with company events, leadership meetings, executive functions, and special initiatives.
• Coordinate with Human Resources, Accounting, Finance, Marketing, Operations, IT, dealership management, and other departments as needed.
• Assist other members of executive leadership with projects when requested and when consistent with the priorities of the President & CEO.

Confidentiality & Discretion

The Executive Assistant will have access to highly sensitive and confidential information involving employees, executives, compensation, financial matters, business strategy, legal matters, contracts, acquisitions, organizational changes, and other company information.

Maintaining confidentiality is an essential requirement of the position .

The Executive Assistant must demonstrate exceptional discretion and sound judgment regarding what information may be shared, with whom it may be shared, and when matters should be escalated to the President & CEO or another member of executive leadership.

What We're Looking For

This position requires more than someone who can manage a calendar.

We are looking for an individual who can become a trusted extension of the President & CEO —someone who understands priorities, anticipates needs, follows through, and helps create organization around a demanding executive schedule.

The ideal candidate is:

• Exceptionally organized and detail-oriented.
• Proactive rather than reactive.
• Comfortable interacting with senior executives and business leaders.
• Confident enough to professionally manage competing requests for the CEO's time.
• Able to distinguish between urgent matters and matters that can be handled elsewhere.
• An excellent written and verbal communicator.
• Able to manage multiple priorities without losing track of details.
• Resourceful and able to solve problems independently.
• Professional and composed under pressure.
• Comfortable following up with executives and managers regarding outstanding assignments.
• Extremely trustworthy and discreet.
• Flexible and willing to adapt as priorities change.
• Accountable for seeing assignments through to completion.

Qualifications

• Previous Executive Assistant or senior-level administrative experience required.
• Experience directly supporting a President, CEO, owner, C-suite executive, or senior executive strongly preferred.
• Experience working within a multi-location organization preferred.
• Automotive dealership experience is a plus but not required.
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong proofreading and business-writing abilities.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related business applications.
• Strong calendar and meeting-management skills.
• Ability to prepare professional reports, correspondence, presentations, and executive materials.
• Ability to manage highly confidential information.
• Strong interpersonal skills and executive presence.
• Ability to work independently with limited supervision.
• Ability to appropriately prioritize multiple urgent and competing demands.
• Bachelor's degree preferred or equivalent executive-support experience.
• Valid driver's license and ability to travel locally between company locations as needed.
• Bilingual English/Spanish is a plus.

Schedule & Availability

This is a full-time position based primarily in the Miami.

Because this position directly supports the President & CEO, flexibility may occasionally be required outside normal business hours for urgent executive matters, meetings, travel coordination, company events, or other business needs.

Benefits

Ocean Automotive Group offers eligible employees a competitive benefits package, including:

• Medical, dental, and vision insurance
• 401(k)
• Paid time off
• Employee discounts
• Professional development opportunities
• Opportunities for advancement within Ocean Automotive Group

Join Our Team

This is an opportunity for an experienced Executive Assistant who enjoys working at the center of a fast-moving organization and takes pride in bringing structure, organization, communication, and follow-through to executive operations.

If you are highly organized, discreet, proactive, and capable of supporting a senior executive in a demanding multi-location business environment, we encourage you to apply.