Executive Assistant I

Company

Cox Automotive - USA

Business Operations

Executive Assistant I

Individual ContributorHybrid - Ability to work remotely part of the week

Yes, 5% of the time

Day

Compensation

Hourly base pay rate is $29.38 - $44.09/hour. The hourly base rate may vary within the anticipated range based on factors such as the ultimate location of the position and the selected candidate’s knowledge, skills, and abilities. Position may be eligible for additional compensation that may include commission (annual, monthly, etc.) and/or an incentive program.

The Executive Assistant provides a wide range of administrative support, splitting their time between the VP of Enterprise Marketing & Communications, the VP of Enterprise Client Management and the VP of Enterprise Accounts.  

The Executive Assistant demonstrates a high level of integrity, professionalism and confidentiality, handling sensitive and confidential information with tact, discretion and judgment.  A high degree of responsiveness and independent judgment is required to plan, prioritize, and organize in a fast-paced, rapidly changing environment. 

SPECIFIC RESPONSIBILITIES:

• Manage VP’s appointment schedule by planning and scheduling meetings, conference calls and travel.

• Responsible for overall VP calendar management, requiring interaction with both internal and external executives and assistants.

• Arrange all VP travel, and all accommodations, including comprehensive and detailed itineraries.

• Coordinate scheduling of meetings and conference rooms in support of VP, including catering and conference room set up as needed.

• Facilitates and troubleshoots technologies and meeting/video conferencing platforms (MS Teams).

• Welcome guests by greeting them.

• Plan and support group meetings at office and offsite locations, including arranging all conference room and site details, catering, room setup and managing the agenda.  

• Assist with out-of-town candidate travel, accommodations and expense reporting.

• Coordinate onboarding of new employees, including office space, equipment and supply procurement and scheduling of onboarding meetings.  

• Assist with team all-hands meeting and team-building events, including origination of idea and coordination of facility, travel, food and lodging accommodations (as needed).  

• Provide support for executive meetings and/or large meetings (including copies, ordering promotional items, etc.)

• Assist with P-card management and department budget as needed.

• Order specialty-item office supplies as needed.

• Maintain team calendar (special events, birthdays, etc.).

• Assist with assembly of weekly status reports.

• Coordinate office moves with facilities and other EAs.

• Prepare expense reports for VPs.

• Collect and analyze data and prepare memos, PowerPoint presentations, reports and spreadsheets (as needed).

• Attend staff meetings on as-needed basis.

• Prepare executives for their activities, including providing background information for meetings, special activities and presentations.

• Maintain employee reference lists and organizational charts for supported departments.

• Integrate into the Cox Automotive executive assistant community and promotes/maintains professional relationships with administrative staff, including avoiding gossip.

• Serve as a backup for other assistants, as necessary. 

• Assist with Marketing department special projects as needed.

REQUIRED QUALIFICATIONS:

• High School Diploma/GED and 5 years’ executive level administrative or comparable experience. The right candidate could also have a different combination, such as any level of degree/certification beyond a HS diploma/GED in a related discipline and 3 years of experience; or 7 years’ experience in a related field.

• Must be highly proficient in Microsoft Word, Excel, PowerPoint, and Outlook

• Experience with Mac computers and Apple software (Keynote) a plus

• Proficiency with digital devices and files and an aptitude to quickly learn new technologies a plus

• Must be able to maintain the highest level of confidentiality

• Resourceful self-starter with ability to work with minimal supervision

• Demonstrated ability to handle multiple tasks simultaneously

• Exceptional organizational skills required

• Detail-oriented a must

• Command of spelling, punctuation and grammar and proofreading

• Professional demeanor and telephone manner essential

• Ability to prioritize and work independently

• High level of communications skills to interact with senior executives and external professionals 

COMPETENCIES FOR SUCCESS:

• Energetic and positive team player who is flexible and personable with service-oriented attitude.

• Positive and constructive 

• A proactive, passionate and creative problem solver

• Ability to understand, interpret, communicate and react to ambiguous requests

• Ability to work in a fast paced, multi-task environment in which attention to detail is expected

REPORTING RELATIONSHIPS: 

This position reports to the Vice President of Enterprise Marketing & Communications, and the Vice President of Enterprise Client Management for Cox Automotive.

To be employed in this role, you’ll need to clear a pre-employment drug test. Cox Automotive does not currently administer a pre-employment drug test for marijuana for this position. However, we are a drug-free workplace, so the possession, use or being under the influence of drugs illegal under federal or state law during work hours, on company property and/or in company vehicles is prohibited.

Employees are eligible to receive a minimum of sixteen hours of paid time off every month and seven paid holidays throughout the calendar year. Employees are also eligible for additional paid time off in the form of bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, and parental leave.Through groundbreaking technology and a commitment to stellar experiences for drivers and dealers alike, Cox Automotive employees are transforming the way the world buys, owns, sells – or simply uses – cars. Cox Automotive employees get to work on iconic consumer brands like Autotrader and Kelley Blue Book and industry-leading dealer-facing companies like vAuto and Manheim, all while enjoying the people-centered atmosphere that is central to our life at Cox. Benefits of working at Cox may include health care insurance (medical, dental, vision), retirement planning (401(k)), and paid days off (sick leave, parental leave, flexible vacation/wellness days, and/or PTO). For more details on what benefits you may be offered, visit our benefits page. Cox is an Equal Employment Opportunity employer – All qualified applicants/employees will receive consideration for employment without regard to that individual’s age, race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender, gender identity, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law. Cox provides reasonable accommodations when requested by a qualified applicant or employee with disability, unless such accommodations would cause an undue hardship.

Applicants must currently be authorized to work in the United States for any employer without current or future sponsorship. No OPT, CPT, STEM/OPT or visa sponsorship now or in future.