Executive Assistant

Job Title: Executive Assistant

Department: Administration

Pay Grade

Choose Pay Grade

Overtime Eligibility

Exempt

Date

November, 2025

Job Summary

The Executive Assistant (EA) to the Smart AutoCare President/CEO plays a critical role in ensuring the organization operates efficiently and effectively. This position is responsible for managing a wide range of administrative, operational, and executive-support tasks. The EA serves as the primary point of contact for incoming calls and correspondence directed to the President/CEO, maintains detailed calendars and travel schedules, front desk management and prepares presentations, reports, and meeting materials.

This role requires exceptional organizational skills, strong attention to detail, and the ability to work in a fast-paced, constantly evolving environment while maintaining the highest level of professionalism and confidentiality.

Minimum Qualifications

Education

High school diploma; Preferred at least two years of college or an equivalent combination of education and experience.

Experience

5 years of Executive Assistant or related experience required

Licensure, Certification, and/or Registration

Current or previous ASE Certification preferred.

Supervision Exercised

☒ Direct ☐ Indirect ☐ N/A

Typical Positions Supervised

N/A

Primary Job Functions

Executive and Administrative Support

• Manage all incoming and callback phone calls; screen and direct individuals requesting time with the President/CEO.
• Manage all forms of correspondence, including email, memos, and formal letters.
• Maintain and coordinate the President/CEO’s calendar, including scheduling meetings, appointments, travel, and reservations.
• Draft and prepare meeting agendas, minutes, and follow-up documentation.
• Conduct research, compile information, and prepare presentations and reports as requested.
• Prepare conference rooms for meetings, ensuring supplies, equipment, and catering needs are met.
• File and retrieve corporate records, documents, and reports.
• Prepare, submit, and track the President/CEO’s expense reports.
• Provide support for special projects and other tasks as assigned.
  
  

Corporate Travel & Program Management

• Manage and negotiate rates with Travel Partner hotels, rental car agencies, and airline business programs.
• Oversee the Corporate Travel Program, including approval of all corporate travel and preparation of expense reports for Corporate Card Holders.
  
  

Office & Facility Operations

• Assist with I-9 verification and related onboarding processes.
• Coordinate in-office special events, including employee food programs, client meetings, snacks, and celebrations.
• Manage all office purchasing and supply needs.
• Partner with Property Management to coordinate building repairs, cleaning, and daily facility operations.
  
  

Periodic Job Functions

• Serve as backup support for the warehouse mailroom as needed.
  
  

Skills & Competencies Required

• High school diploma required; an associate's degree in business administration is preferred.
• 5 years of Executive Assistant or related experience required.
• Exceptional organizational and analytical skills; demonstrated ability to manage multiple tasks simultaneously and adapt to a changing environment.
• Ability to analyze, interpret, and prepare reports.
• Expert in Microsoft PowerPoint, Excel, Word, and Outlook.
• Excellent written and verbal communication skills with an emphasis on confidentiality, tact, and diplomacy.
• Ability to work with a team and independently.
• Strong time management skills.
• Experience working in the automotive warranty industry is a plus.