Executive Assistant

Job Overview

The Executive Assistant provides experienced, detail-oriented, deadline-driven administrative support and coordination for 2 members of the Birmingham management team. The position requires an organized, politely assertive, articulate professional who can interact effectively with the management team and other executives and work collaboratively with their colleagues. The position requires clarity of thought, exemplary communication skills and tactfulness, superior organizational skills, ability to be discreet, ability to manage complex and competing priorities, attention to detail, strong customer service orientation, strong character, and flexibility.

The ideal person for the job is someone who responds positively to work challenges and proactively solves problems.

• Calendar Management: Manage all aspects of President’s calendar for internal and external meetings, with particular attention to the details of the President’s schedule. Assist in coordinating schedules for candidate interviews. This requires initiative and appropriate discretion with the management team and business colleagues and requires careful tracking of commitments, prioritizing business requests, and accommodating daily changes to the schedule. The objective is to keep the management team on track during competing demands and shifting priorities.
• Travel Management: Air and ground transportation and complex logistics, hotel accommodations, and client meeting agendas. This requires detailed knowledge of meeting and accommodation locations and travel times as well as the management team’s preferences and expectations.
• Meeting Management: Coordinate management team meetings, including communications, material development, meeting planning, reserving meeting space, and post-meeting follow up review. Pick up/prepare lunch and/or plan luncheons.
• Serve as back-up to the receptionist: Answer, screen, and route incoming calls for the office. Greeting visitors and direct identified employees to escort visitors into the building, sign for deliveries.
• Correspondence and Documents: Support through drafting, proofing, and/or editing confidential correspondence as needed.
• Office Management: Maintain inventory of office supplies and breakroom supplies.

Education and Experience:

• Bachelor’s Degree
• 6+ years of experience in providing senior administrative support to C-level executive(s) is required.

Skills:

• Demonstrated organizational and project management skills, including the ability to manage multiple projects and competing priorities in a fast-paced, deadline-driven environment.
• Superb interpersonal communication skills, including impeccable verbal and written communication skills, exceptional proofreading and copy-editing skills.
• Proactive, self-starter capable of advanced planning and ability to anticipate the needs of busy executives.
• Time and task management skills.
• Results orientation with high expectations for quality and accuracy.
• Flexibility and willingness to handle new and different tasks and ability to work in a team environment.
• Ability to exercise sound judgment; critical thinker, communicative, and consultative problem solver.
• Advanced skills in Microsoft Office, particularly with Outlook, PowerPoint, and Excel.
• Is collaborative and can work with a variety of people at all levels.
• Ability to think and plan multiple steps ahead.
• Cool, calm demeanor under stress.

This is a full-time, on-site role based at Autocar headquarters in Birmingham, AL.

We offer an attractive compensation and benefits package, to include base salary, incentive bonus opportunities, and benefits such as medical/dental/vision options, 401K plan, etc.

Autocar is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.