Job Description
Job Description
Location: Marlow Motor Company, will be expected to travel to all three stores.
Reports To: CEO with secondary reporting to HR Director, Fixed Ops Director, and leadership team.
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative support to the CEO and leadership team of a dynamic multi-store automobile dealership. This role requires a high level of discretion, professionalism, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities:
Executive Support:
- Manage calendars, schedule meetings, and coordinate travel arrangements for the CEO
- Prepare reports, presentations, and correspondence.
- Attend meetings, take minutes, and follow up on action items.
- Handle confidential information with discretion.
HR Support:
- Assist with benefits administration
- Assist with onboarding and offboarding processes.
- Assist with employee communications and events coordination.
- Assist with scheduling interviews
- Assist with background checks
- Help maintain HR records and documentation.
- Employee files
- Other filing
Fixed Operations Support:
- Review and manage contracts related to facilities and maintenance services.
- Monitor and verify orders from vendors.
- Address order discrepancies (too many items, items not requested, missed items, etc.) for all three stores
- Track vendor-related expenses, monitoring cost and identifying potential savings opportunities
- Ensure vendor compliance and service quality (e.g., bathroom cleanliness, supply orders).
- Liaise with facility maintenance personnel to address operational needs such as lightbulb outage, grass cutting,
General Administrative Duties:
- Maintain organized filing systems (digital and physical).
- Support cross-functional projects and initiatives as needed.
Qualifications:
- Proven experience as an Executive Assistant or similar role.
- Ability to handle sensitive information with integrity.
- Strong organizational and time management skills.
- Excellent written and verbal communication.
- Proficiency in Microsoft Office Suite and scheduling tools.
- Experience with vendor management.
- Some experience in the request for proposal and proposal review process
- Experience in automotive or retail operations is a plus.
Preferred Skills:
- Experience providing leadership support
- Familiarity with contract management and vendor coordination.
- Experience with HRIS software
- Knowledge of HR processes and compliance.
- Ability to work independently and as part of a team.
Would you like help customizing this for a specific dealership brand or adding compensation details?
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