Job Summary

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, fielding scheduling requests as well as performing routine administrative functions such as preparing correspondence, receiving visitors, organizing calendars, scheduling meetings, data entry and filing paperwork. May also train and supervise lower-level clerical staff.

Education and Experience

Preferred:

• Associate's Degree (or other 2-year degree)
• Automotive industry experience (hands-on or office-based)

Optional

• Bachelor's Degree
• High School Diploma - or the equivalent (for example, GED)
• Some College Courses

Primary Job Duties

• Manage and maintain executives' schedules.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine inquiries.
• Make travel arrangements for executives.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Attend meetings to record minutes.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Provide clerical support to other departments.

Knowledge

Administrative - Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.

English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Skills

Active Learning- Understanding the implications of new information for both current and future problem-solving and decision-making.

Active Listening- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Critical Thinking- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Learning Strategies- Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.

Mathematics- Using mathematics to solve problems.

Monitoring- Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Reading Comprehension- Understanding written sentences and paragraphs in work-related documents.

Science- Using scientific rules and methods to solve problems.

Speaking- Talking to others to convey information effectively.

Writing- Communicating effectively in writing as appropriate for the needs of the audience.

Social Skills

Coordination- Adjusting actions in relation to others' actions.

Instructing- Teaching others how to do something.

Negotiation- Bringing others together and trying to reconcile differences.

Persuasion- Persuading others to change their minds or behavior.

Service Orientation- Actively looking for ways to help people.

Social Perceptiveness- Being aware of others' reactions and understanding why they react as they do.

Complex Problem Solving Skills

Complex Problem Solving- Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

Technical Skills

Equipment Maintenance- Performing routine maintenance on equipment and determining when and what kind of maintenance is needed.

Equipment Selection- Determining the kind of tools and equipment needed to do a job.

Installation- Installing equipment, machines, wiring, or programs to meet specifications.

Operation and Control- Controlling operations of equipment or systems.

Operations Analysis- Analyzing needs and product requirements to create a design.

Operations Monitoring- Watching gauges, dials, or other indicators to make sure a machine is working properly.

Programming- Writing computer programs for various purposes.

Quality Control Analysis- Conducting tests and inspections of products, services, or processes to evaluate quality or performance.

Repairing- Repairing machines or systems using the needed tools.

Technology Design- Generating or adapting equipment and technology to serve user needs.

Troubleshooting- Determining causes of operating errors and deciding what to do about it.

Systems Skills

Judgment and Decision Making- Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Systems Analysis- Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.

Systems Evaluation- Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.

Resource Management Skills

Management of Financial Resources- Determining how money will be spent to get the work done, and accounting for these expenditures.

Management of Material Resources- Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.

Management of Personnel Resources- Motivating, developing, and directing people as they work, identifying the best people for the job.

Time Management- Managing one's own time and the time of others.

Work Context

Communication- Written, digital and verbal communication is the most frequent task the Administrative Assistant will perform and therefore must have excellent skills here.

Role Relationships- The Administrative Assistant will sere as an extension of the executive leadership team and therefore will embody all values and ethics as displayed by this team

Responsibility for Others- relationships and managing constant communication will be essential for success of the team

Work Setting- expect to spend at least 75% of day in an office-type setting sitting (standing desk would be provided upon request)

Work Attire- Business casual

Impact of Decisions- Immediate impact will be felt for all decisions, unless delayed or deferred by the executive leadership team

Routine versus Challenging Work- Nearly all work will be routine but complex tasks may be assigned as needed

Pace and Scheduling- Should work at a self-determined pace unless deadlines dictate otherwise

Activities

Writing- Communicating effectively in writing as appropriate for the needs of the audience.

Time Management- Managing one's own time and the time of others.

Speaking- Talking to others to convey information effectively.

Social Perceptiveness- Being aware of others' reactions and understanding why they react as they do.

Service Orientation- Actively looking for ways to help people.

Reading Comprehension- Understanding written sentences and paragraphs in work-related documents.

Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Judgment and Decision Making- Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Critical Thinking- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Coordination- Adjusting actions in relation to others' actions.

Active Listening- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Active Learning- Understanding the implications of new information for both current and future problem-solving and decision-making.

Tools and Technology

• Computers
• Desktop
• Laptop
• Scanners
• Data input scanners
• Special purpose telephones
• Multi-line telephone systems
• Accounting software
• Intuit QuickBooks
• Calendar and scheduling software
• Google suite
• Calendar and scheduling software
• Cloud-based data access and sharing software
• Google Drive
• Microsoft SharePoint
• Slack
• Team Tailor
• Customer relationship management CRM software
• Microsoft Access
• Adobe Systems Adobe InDesign
• Microsoft Publisher
• Document management software
• Adobe Systems Adobe Acrobat
• Records management systems
• Google Gmail
• Human resources software
• Internet browser software
  
  Slack
• Text messaging
• Network conferencing software
• LogMeIn GoToWebinar
• Zoom
• Google Meet
• Google Workspace software
• Microsoft Office software
• Office suite software
• Presentation software
• Google Slides
• Microsoft PowerPoint
• Microsoft Excel
• Google Sheets
• Time accounting software
• Shopmonkey
• Cisco Webex
• Google Meet
• LogMeIn GoToMeeting
• Web conferencing software
• Zoom
• Word processing software

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.