Executive Administrative Assistant

About the role

This position works side by side with the Executive Assistant to the President & CEO, taking ownership of the office's accounting and bookkeeping while helping keep the CEO's office running smoothly. This is a full-time, salaried role with real responsibility and the opportunity to learn the business from the top down.

What you'll do

• Accounting & Bookkeeping: Maintain accurate financial records including QuickBooks data entry, coding, and account reconciliations; process payroll and prepare quarterly payroll-related reports; build and maintain Excel spreadsheets, reports, and tracking tools; process and route invoices, check requests, and supporting documentation; research discrepancies and follow issues through to resolution; maintain organized and accurate financial files.
• Scheduling & Travel: Manage and protect the CEO's calendar while coordinating closely with the Executive Assistant; arrange detailed travel plans and itineraries for the CEO and senior management including transportation, lodging, meals, and agendas; confirm meeting, travel, and logistical details in advance; anticipate scheduling conflicts and resolve issues proactively; keep the CEO informed of important appointments, deadlines, and changes.
• Executive Office Support: Serve as a professional and welcoming point of contact for internal and external constituents; draft correspondence, acknowledgment letters, reports, and other documents as needed; maintain organized, easily retrievable digital and physical files; handle confidential and sensitive matters with complete discretion; follow through on projects from start to finish under deadline pressure; work closely with the Executive Assistant to ensure the Office of the CEO operates efficiently and professionally.

Qualifications

• Bachelor's degree preferred; degree in Accounting is a significant advantage
• 3+ years of administrative, bookkeeping, accounting, or executive support experience; 5+ years preferred
• Proficiency with QuickBooks required
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat
• Demonstrated experience building and maintaining spreadsheets and reports in Excel
• Experience supporting executives or senior management strongly preferred
• Strong in accounting with ability to take ownership of bookkeeping responsibilities and identify/correct errors independently
• Highly organized with ability to prioritize and manage multiple tasks seamlessly
• Detail-oriented, particularly with financial information, schedules, and confidential documents
• Excellent written and verbal communication skills
• Able to build positive relationships with senior management, employees, vendors, and outside partners
• Proactive problem-solver with sound judgment and thoughtful decision-making
• Emotionally mature, dependable, and steady under pressure
• Equally effective working independently and as part of a team
• Trusted to handle confidential information with discretion
• Comfortable adapting to changing priorities and competing demands

Pay & benefits

• Competitive pay commensurate with experience
• Medical, dental, and vision insurance
• Paid vacation
• 401(k) retirement option
• Monday-Friday work schedule with weekends off

About the company

Giles Automotive Group prides itself on living out its mission to be a "vehicle" that improves the lives of employees, customers, and the community. The company focuses on helping employees advance in their careers and as individuals, discovering and leveraging their strengths to reach personal and professional goals. The organization is committed to contributing to the Acadiana Community through building relationships and giving back.