Lead Executive Assistant in Atlanta, Georgia | DiversityInc Careers
 
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Lead Executive Assistant


Description

Cox Automotive is hiring a Lead Executive Assistant.  The Lead Executive Assistant provides a wide range of administrative support, splitting his/her time between the Chief Marketing Officer and the SVP, Communications. 

The Lead Executive Assistant demonstrates a high level of integrity, professionalism and confidentiality, handling sensitive and confidential information with tact, discretion and judgment.  A high degree of responsiveness and independent judgment is required to plan, prioritize, and organize in a fast-paced, rapidly changing environment.

SPECIFIC RESPONSIBILITIES:

  • Manage CMO and SVP’s appointment schedule by planning and scheduling meetings, conference calls and travel, both domestic and international.
  • Responsible for overall CMO and SVP calendar management, requiring interaction with both internal and external executives and assistants.
  • Arrange all CMO and SVP travel, both domestic and international, and all accommodations, including comprehensive and detailed itineraries.
  • Manage inbound telephone calls and voicemails and answers/directs inquiries coming into CMO and SVP. Reviews, logs and prioritizes communications including phone, mail, email and other messages, and replies directly to general non-technical inquiries or brief correspondence, as appropriate.
  • Welcome guests by greeting them, in person or on the telephone; answering or directing inquiries.
  • Coordinate scheduling of meetings and conference rooms in support of the CMO and SVP, including catering and conference room set up as needed.
  • Plan and support group meetings at office and offsite locations, including arranging all conference room and site details, catering, room setup and managing the agenda.  Consult with Events team for cost savings/efficiencies.
  • Assist with out-of-town candidate travel, accommodations and expense reporting.
  • Coordinate onboarding of new employees (Director+ level), including office space, equipment and supply procurement and scheduling of onboarding meetings.  Assist others in department as needed.
  • Assist with team-building events, including origination of idea and coordination of facility, travel, food and lodging accommodations (as needed).  Consult with Events team for cost savings/efficiencies.
  • Provide support for executive meetings and/or large meetings (including copies, ordering tchotchkes, etc.)
  • Assist with P-card management and department budget as needed.
  • Order specialty-item office supplies as needed.
  • Maintain team calendar (special events, birthdays, etc.).
  • Assist with assembly of weekly status reports.
  • Coordinate office moves with facilities and other EAs.
  • Prepare expense reports for CMO and SVP.
  • Collect and analyze data and prepares memos, PowerPoint presentations, reports and spreadsheets.
  • Ability to produce accurate and timely information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics.
  • Attend staff meetings on as-needed basis.
  • Prepare executives for their activities, including providing background information for meetings, special activities and presentations.
  • Maintain employee reference lists and organizational charts for supported departments.
  • Integrate into the Cox Automotive Executive Assistant community and promotes/maintains professional relationships with administrative staff, including avoiding gossip.
  • Serve as a backup for other assistants, as necessary.
  • Assist with special projects as needed.


Qualifications

  • Minimum 7 years executive-level administrative or comparable experience
  • Must be highly proficient in Microsoft Word, Excel, PowerPoint, and Outlook
  • Experience with Mac computers and Apple software (Keynote) a plus
  • Proficiency with digital devices and files and an aptitude to quickly learn new technologies a plus
  • Access and Visio exposure a plus
  • Must be able to maintain the highest level of confidentiality
  • Resourceful self-starter with ability to work with minimal supervision
  • Demonstrated ability to handle multiple tasks simultaneously
  • Exceptional organizational skills required
  • Detail-oriented a must
  • Command of spelling, punctuation and grammar and proofreading
  • Professional demeanor and telephone manner essential
  • Ability to prioritize and work independently
  • High level of communications skills to interact with senior executives and external professionals
 

education requireD:

  • Associate’s degree, bachelor’s degree or equivalent a plus
 

COMPETENCIES FOR SUCCESS:

  • Energetic and positive team player who is flexible and personable with service-oriented attitude.
  • Positive and constructive
  • A proactive, passionate and creative problem solver
  • Ability to understand, interpret, communicate and react to ambiguous requests
  • Ability to work in a fast paced, multi-task environment in which attention to detail is expected
 

REPORTING RELATIONSHIPS:

This position reports to both the Chief Marketing Officer and the SVP Communications and Industry Relations.  




About Cox Automotive

Cox Automotive Inc. makes buying, selling and owning cars easier for everyone, while also enabling mobility services. The global company’s 34,000-plus team members and family of brands, including Autotrader®, Clutch Technologies, Dealer.com®, Dealertrack®, Kelley Blue Book®, Manheim®, NextGear Capital®, VinSolutions®, vAuto® and Xtime®, are passionate about helping millions of car shoppers, tens of thousands of auto dealer clients across five continents and many others throughout the automotive industry thrive for generations to come. Cox Automotive is a subsidiary of Cox Enterprises Inc., a privately-owned, Atlanta-based company with revenues exceeding $20 billion. www.coxautoinc.com

Cox is an Equal Employment Opportunity employer - All qualified applicants/employees will receive consideration for employment without regard to that individual’s age, race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender, gender identity, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law.

Statement to ALL Third-Party Agencies and Similar Organizations:  Cox accepts resumes only from agencies with which we formally engage their services.   Please do not forward resumes to our applicant tracking system, Cox employees, Cox hiring manager, or send to any Cox facility. Cox is not responsible for any fees or charges associated with unsolicited resumes.

 



Organization: Cox Automotive

Primary Location: US-GA-Atlanta-3003 Summit Blvd

Employee Status: Regular

Job Level: Individual Contributor

Shift: Day Job

Travel: No

Schedule: Full-time

Unposting Date: OngoingAdvertisement