Executive Administrative Assistant

Description

Since 2001, Procede Software has been a leading provider of enterprise-level Dealer Management Solutions (DMS) for the heavy‑duty truck and ancillary markets. Serving dealer locations throughout the United States, Canada, and Australia, the industry’s leading dealerships trust Excede to run their business because of its full functionality across all dealership departments, high reliability, and strong integration with their OEM providers. Excede, its powerful DMS, leverages the strength of Microsoft® SQL technology to provide advanced Windows® and browser-based applications with real‑time information.

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• Serve as the first point of contact for calls, visitors, deliveries, and mail.
• Maintain the professional appearance, cleanliness, and daily readiness of all office areas.
• Manage office supplies, equipment maintenance, and general office operations.
• Order and pick up office items, meals, and beverages as needed.
• Oversee workspace reservations and office‑related calendars.
• Plan and coordinate company events, meetings, and celebrations.
• Support internal event planning, including budget tracking, communication, and vendor research.
• Prepare, organize, and update executive and team calendars, documents, and reports.
• Coordinate travel arrangements, lodging, and transportation for staff.
• Provide executive administrative support to leadership, handling confidential information responsibly.
• Assist with special projects, onsite events, go‑lives, and workshop support as needed.
• File, retrieve, and maintain corporate records, documents, reports, and receipts.
• Assist with check processing, logs, and bank deposits.
• Manage company apparel orders and training material shipments.
• Support recruiting, onboarding, and offboarding processes for local and remote staff.
• Perform occasional personal errands as assigned.
• Represent the company professionally in all interactions.
• Solve problems effectively using available tools and maintain proficiency with office software and equipment.

• Strong multitasking and time‑management abilities.
• Excellent comprehension skills with the ability to understand written and verbal information.
• Demonstrated ability to maintain strict confidentiality.
• Comfortable working with numbers and performing basic mathematical tasks.
• Reliable, responsible, and dependable in all aspects of work.
• Professional interpersonal skills with the ability to work effectively with staff, customers, and visitors.
• Enjoys working with people and demonstrates initiative, patience, and courtesy.
• Empathetic, attentive to others’ needs, and consistently helpful.
• Highly detail-oriented, organized, and capable of self‑review with minimal supervision.
• Self‑motivated, driven, and proactive.
• Strong attention to detail when composing, typing, and proofreading materials for accuracy and correctness.

• Entry‑level candidates welcome.
• 1+ year of clerical, front office, or administrative support experience preferred.
• 1+ year of executive administrative support experience preferred.
• HR coordination experience is a plus.
• Associate degree recommended; high school diploma or equivalent required.
• Valid driver’s license.
• Reliable transportation.

• Ability to sit at a desk, computer terminal or meeting table for a long period of time.
• Ability to use hands and fingers or adaptive equipment to safely operate assigned equipment.
• Ability to lift up to 20 lbs.
• Ability to use telephone frequently for a long period and to hear and speak clearly by telephone.
• Ability and means to travel on a flexible schedule as needed. Travel requirements may include running office errands and visiting prospective company event venues.

• Medical, Dental and Vision.
• Competitive Compensation.
• Paid Time Off (PTO).
• Volunteer Time Off (VTO).
• 14 Paid Holidays.
• Lifestyle & Wellness Reimbursement.
• Retirement Plan with Company Match.
• Work equipment (laptop, monitor(s), keyboard, mouse, etc.).
• Destination office in Solana Beach, CA.
• Hybrid work schedule.

This is an in‑office Monday through Friday during…