Executive Assistant

Executive Assistant

Position Summary

We are seeking a highly organized, proactive, and dependable Executive Assistant to support the Owner of a busy automotive repair and service facility. This role combines executive-level administrative support with operational coordination to ensure the shop runs efficiently and has the resources needed to serve customers effectively.

The ideal candidate is a self-starter who can manage multiple priorities, anticipate needs, maintain confidentiality, and act as a trusted partner to the Owner. This position requires strong organizational skills, attention to detail, and the ability to coordinate office administration, vendor relationships, inventory needs, and daily business operations.

Key Responsibilities

Executive Support

• Manage the Owner's calendar, appointments, meetings, and travel arrangements.
• Screen and prioritize phone calls, emails, and correspondence.
• Prepare reports, presentations, and business documents as needed.
• Assist with special projects and strategic initiatives.
• Coordinate meetings and maintain follow-up on action items.
• Handle confidential business and personnel information with discretion.

Shop Operations & Administrative Management

• Monitor and manage shop supply inventory, ensuring essential operational items are always stocked.
• Coordinate purchasing of office supplies, shop supplies, equipment, and other operational necessities.
• Maintain relationships with vendors, suppliers, and service providers.
• Track purchase orders, invoices, receipts, and expenses.
• Assist with accounts payable, accounts receivable, and administrative bookkeeping functions.
• Coordinate facility maintenance, equipment servicing, and vendor scheduling.
• Support employee onboarding, scheduling, and administrative personnel functions.
• Maintain organized business records, permits, licenses, and compliance documentation.
• Help develop and improve administrative processes and operational efficiencies.

Customer & Business Support

• Serve as a professional point of contact for customers, vendors, and business partners.
• Assist with customer communications and service follow-up when needed.
• Support marketing initiatives, customer outreach, and community engagement efforts.
• Monitor customer feedback and help maintain a positive customer experience.
• Assist in organizing company events, team meetings, and training activities.

Qualifications

• 3+ years of experience as an Executive Assistant, Administrative Manager, Office Manager, or similar role.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, Google Workspace, and business management software.
• Experience managing vendors, purchasing, or inventory preferred.
• Ability to work independently and make sound decisions.
• Strong attention to detail and follow-through.
• Professional demeanor and high level of discretion.

Preferred Qualifications

• Experience in the automotive repair, automotive dealership, transportation, or service industry.
• Familiarity with shop management software and accounting platforms.
• Experience supporting a business owner, executive, or entrepreneur.
• Knowledge of inventory management and purchasing processes.

Key Traits for Success

• Highly organized and proactive.
• Resourceful problem-solver.
• Strong sense of ownership and accountability.
• Ability to anticipate business needs before they arise.
• Comfortable working in a fast-paced environment.
• Positive attitude and team-oriented mindset.

About the Role

This position is more than a traditional executive assistant role. The Executive Assistant serves as a trusted partner to the Owner and plays a key role in supporting both the administrative and operational success of the business. The ideal candidate will take initiative, help keep the shop running smoothly, and ensure the Owner can focus on leadership, growth, and customer satisfaction.

Pay: From $26.00 per hour

Work Location: In person