Executive Assistant II

About the role

Cox Automotive is seeking an Executive Assistant II to provide administrative leadership and support to the Enterprise Finance & Accounting organization. This role supports the Senior Vice President and Vice President levels, performing advanced, diversified, and highly confidential administrative assignments. While not a direct management position, the individual will coordinate Enterprise Finance & Accounting Executive Assistant work, fostering teamwork, maintaining balanced workloads, and ensuring coverage during PTO and leaves. Independent judgment, decision-making, and a self-starter orientation are required to deliver detailed results in a fast-paced environment.

Responsibilities

• Support leadership by managing daily calendars, meetings, and events, including securing meeting spaces, travel, catering, transportation, and set-up.
• Handle highly confidential information, such as company strategy, financial, and personnel details, with discretion.
• Communicate proactively and effectively with individuals at all levels of the organization.
• Serve as a liaison to facilities for work environment needs.
• Coordinate onboarding support for new executive employees, ensuring they have necessary resources.
• Maintain executive appointment schedules, including planning and scheduling meetings, conferences, teleconferences, and both domestic and international travel.
• Arrange comprehensive domestic and international travel and accommodations, including detailed itineraries for internal team members and external clients.
• Perform administrative functions such as ordering supplies, coordinating equipment repairs, supply purchasing, and procurement card reconciliation.
• Prepare expense reports, memoranda, and reports, gathering data from internal and external sources as needed.
• Provide calendar and time management, scheduling resources such as people, meetings, conference rooms, equipment, and technology support.
• Ensure all documents, letters, briefings, and other materials are in final format, including grammar, content, substance, and accuracy.
• Attend and organize staff meetings, create meeting summaries, and distribute minutes and documents as assigned.
• Organize events for assigned leaders, coordinating guest schedules and answering or directing inquiries.
• Support ad-hoc projects, including:
  • Organizing team offsites.
  • Maintaining Enterprise Finance & Accounting distribution lists in Outlook.

Requirements

• HS Diploma/GED and 7+ years of executive-level administrative or comparable experience supporting leaders with global responsibilities. Alternatively, an Associate’s Degree or BA/BS with 5+ years of experience.
• Highly proficient in Word, Excel, Outlook, and MS Teams; experience using a Mac preferred.
• Experience with Visio for preparing organizational charts.
• Experience planning events for large groups (200+).
• Proficient use of general office and internet-based tools.
• Proven ability to maintain the highest level of confidentiality.
• Demonstrated ability to manage multiple projects and priorities in a fast-paced, deadline-driven environment.
• Exceptional detail orientation and organizational skills.
• Proficient communication skills (written, verbal, and presentation).
• Proven ability to prioritize and work independently while collaborating with cross-functional groups.

Pay

Hourly pay rate is in the range of $32.26 - $48.41/hour. The hourly base rate may vary within the anticipated range based on factors such as location and the selected candidate's knowledge, skills, and abilities. The position may also be eligible for additional compensation, including commission and/or an incentive program.

Benefits

• Minimum of sixteen hours of paid time off every month and seven paid holidays throughout the calendar year.
• Additional paid time off for bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, and parental leave.