Executive Assistant

About the role

We are looking for a highly organized, proactive, and polished Executive Assistant to provide high-level support within a fast-paced automotive organization. This is a highly visible position that requires exceptional judgment, discretion, communication skills, and the ability to manage multiple priorities at once. The ideal candidate is someone who can anticipate the needs of senior leadership, keep them organized and prepared, and confidently manage details without needing constant direction. You will be the organizational backbone for three executive leaders, staying five steps ahead, keeping track of details others may miss, and calmly managing last-minute changes.

You are comfortable communicating with people at every level of an organization and understand that discretion, responsiveness, and follow-through are critical. This is a role for someone who takes ownership, thinks ahead, and gets things done.

Responsibilities

• Provide day-to-day support to executive leadership.
• Manage complex calendars, meetings, appointments, and travel arrangements.
• Coordinate executive meetings, leadership meetings, and special events.
• Prepare agendas, meeting materials, presentations, reports, and correspondence.
• Track follow-up items, deadlines, and action items to ensure commitments are completed.
• Serve as a professional and trusted point of contact for internal and external communications.
• Screen and prioritize calls, emails, and requests requiring executive attention.
• Oversee confidential and sensitive information with a high level of discretion.
• Assist with executive projects, initiatives, and special assignments.
• Coordinate communication and follow-up between executive leadership, dealerships, corporate departments, and other stakeholders.
• Help prepare leadership presentations and business updates.
• Organize and maintain important documents, records, and executive files.
• Anticipate needs and identify potential issues before they become concerns.
• Work independently to research, coordinate, and complete assignments with minimal supervision.
• Support other administrative and organizational needs of the executive leadership team, as necessary.

Requirements

• 5+ years of experience supporting senior executives, preferably in an Executive Assistant or similar role.
• Experience supporting multiple executives is strongly preferred.
• Automotive, dealership, or other fast-paced operational experience is a plus.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Excellent attention to detail and follow-through.
• Ability to prioritize competing demands and adjust quickly when priorities change.
• Strong judgment and the ability to oversee confidential information appropriately.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Comfortable working with senior leaders, dealership management, employees, vendors, and external partners.
• Professional, confident, and approachable demeanor.
• Ability to work independently and anticipate what needs to be done before being asked.
• A solutions-oriented mindset and a willingness to jump in wherever needed.

Benefits

• Full-time position
• Paid time off (PTO) and holidays
• 401(K) retirement plan with company matching
• Top insurance program in the industry including medical, dental, prescription, and vision
• Advancement opportunities within the Ciocca Automotive Family
• Employee discounts: purchases, repair, service, wash
• Employee Assistance Program (EAP)
• A modern state-of-the-art corporate environment