Executive Assistant

About the Role

We are seeking a highly skilled, detail-oriented, and proactive Executive Assistant to support our C-suite executives (CEO, COO, CFO, etc.). This individual will provide administrative assistance to ensure smooth operations, streamline workflows, and help the executives focus on high-level initiatives. The ideal candidate will be an excellent communicator, organized, and able to juggle multiple tasks while maintaining confidentiality.

Responsibilities

• Executive Support:
  • Manage the executive's calendars, appointments, and travel arrangements.
  • Coordinate meetings, events, and conferences for C-suite executives.
  • Prepare and organize materials for meetings, including agendas, presentations, and reports.
  • Handle and prioritize incoming communications (calls, emails, mail) and respond on behalf of the executives when necessary.
• Project Management:
  • Assist in tracking key projects, ensuring deadlines are met and stakeholders are informed.
  • Prepare executive reports and presentations for board meetings and company-wide communications.
  • Follow up with internal and external teams on the progress of various projects.
• Communication and Liaison:
  • Act as the main point of contact between the executives and internal/external stakeholders.
  • Draft and manage correspondence on behalf of C-suite executives, including emails, letters, and memos.
  • Maintain a high level of professionalism and confidentiality when dealing with sensitive matters.
• Event Coordination:
  • Plan and execute executive meetings, conferences, and business trips.
• Confidentiality and Discretion:
  • Handle highly sensitive and confidential information with discretion.
  • Maintain privacy in all executive communications and projects.

This job description in no way states or implies that these are the only duties to be performed. The employee will be required to follow any other instructions and perform any other duties requested by their supervisor.

Requirements

• Bachelor's degree or equivalent experience required.
• Minimum of 5 years as an Executive Assistant or in a similar role, supporting senior leadership.

Skills

• Strong organizational and time management skills, with the ability to prioritize effectively.
• Excellent verbal and written communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and other office management software.
• Strong attention to detail and problem-solving skills.
• Ability to work under pressure and meet deadlines.
• Discretion and confidentiality.

Preferred: Experience working with high-level executives, familiarity with project management tools, or previous experience in a fast-paced environment.

Schedule

• Team members are in the office 5 days per week, 8am to 5pm at the Scottsdale, AZ headquarters.
• During live events, weekend work and long hours are required as the company largely travels together to produce and ensure each event is a success.

About the Company

Established in 1971 and headquartered in Scottsdale, Arizona, Barrett-Jackson, The World's Greatest Collector Car Auctions, is the leader in collector car auctions and automotive lifestyle events. Barrett-Jackson specializes in providing products and services to astute classic and collector car owners and automotive enthusiasts around the world. Barrett-Jackson produces The World's Greatest Collector Car Auctions in Scottsdale, Arizona and Palm Beach, Florida, where hundreds of the most sought-after, unique and valuable automobiles cross the block in front of a global audience.

In 2022, Barrett-Jackson partnered with Endeavor to amplify and accelerate the growth of Barrett-Jackson as a global lifestyle brand. The relationship looks to optimize the fan experience and create new touchpoints for car enthusiasts around Barrett-Jackson live events and media offerings.