Executive Assistant II

Executive Assistant II

Cox Automotive is seeking an Executive Assistant II to provide administrative leadership and support to the Enterprise Finance & Accounting organization. The Executive Assistant II will support the Senior Vice President and Vice President levels and perform advanced, diversified, and highly confidential administrative assignments.

The individual in this role will provide seamless execution of tasks and administrative support, including extensive calendar management, managing the leaders' daily schedules, meeting and document preparation, event planning, and handling tasks on behalf of leaders as needed. While this role does not include direct management responsibilities, the individual will play a key part in coordinating Enterprise Finance & Accounting Executive Assistant work with a focus on fostering cohesive teamwork, maintaining balanced workloads, and ensuring Executive Assistant coverage during PTO and leaves.

Independent judgment and decision-making, and a self-starter orientation are required to accurately plan, prioritize, organize, and deliver detailed results in a fast-paced environment across organizational departments. The Executive Assistant II is key to keeping the Enterprise Finance & Accounting leaders focused on business priorities by taking ownership of administrative details and tasks.

Responsibilities:

• Support leadership, the overall business, and the daily management of the leader's calendar and meetings.
• Organize and manage meetings and events, including securing, managing, and preparing meeting space, travel, catering, transportation, and set-up.
• Operate independently to complete high-quality work to meet established goals.
• Discreetly handle confidential information of major importance, such as company strategy, financial, and personnel information.
• Communicate proactively and effectively with individuals at all levels of the Cox organization.
• Serve as a liaison to facilities for work environment needs.
• Coordinate onboarding support for new executive employees; ensure they have the resources needed to get started as a new employee of Cox Automotive.
• Maintain an executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and both domestic and international travel.
• Arrange domestic and international travel and accommodations, including comprehensive and detailed itineraries, for internal team members and external clients as needed.
• Perform administrative functions such as ordering supplies, coordinating equipment repairs, supply purchasing, and procurement card reconciliation.
• Prepare expense reports, memoranda, and reports, which may require gathering data from internal and/or external sources.
• Provide calendar and time management by scheduling resources such as people, meetings, conference rooms, equipment, and technology support.
• Ensure all documents, letters, briefings, and other materials are in final format, including grammar, content, substance, and accuracy.
• Attend and organize staff meetings; create meeting summaries highlighting significant issues and distribute meeting minutes and documents as assigned (as needed and appropriate).
• Organize events for assigned leaders, coordinating guest schedules and answering or directing inquiries.
• Support ad-hoc projects, including but not limited to:
• Organizing team offsites
• Maintaining the Enterprise Finance & Accounting distribution lists in Outlook

Qualifications:

• HS Diploma/GED and 7+ years of executive-level administrative or comparable experience supporting leaders with global responsibilities. A candidate may also have an Associates Degree or BA/BS degree with 5+ years of experience.
• Demonstrated, highly proficient skill level in Word, Excel, Outlook, MS Teams. Experience using a MAC preferred.
• Visio experience preparing organizational charts.
• Experience with event planning for large groups (200+).
• Proficient use of general office and internet-based tools.
• Proven experience and demonstrated ability to maintain the highest level of confidentiality
• Demonstrated ability to manage multiple projects/priorities in a fast-paced, deadline-driven environment.
• Exceptional detail orientation and organizational skills
• Demonstrated proficient communication skills (written, verbal, and presentation).
• Proven ability to prioritize and work independently while collaborating and partnering with a cross-functional group.

Drug Testing:

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.

Benefits:

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…