Executive Assistant

Overview

The Executive Assistant provides vital support to our founders and executive leadership team, combining exceptional organizational skills, discretion, and the foresight to anticipate executive needs. This role offers a distinctive chance to interact closely with our executive leadership and significantly influence our company's growth and success.

Job Description

• Efficiently coordinate and manage the executive leadership team's intricate schedules, ensuring that all appointments, meetings, and events are flawlessly organized.
• Actively foresee and resolve scheduling conflicts, optimizing the executive leadership team's availability.
• Act as the primary point of contact for both internal and external communications, filtering and streamlining messages from the company's general inbox.
• Organize travel as necessary.
• Draft meeting agendas, compile necessary materials, and arrange presentations.
• Uphold strict confidentiality and professionalism when dealing with sensitive data.
• Foster and nurture positive connections with key stakeholders to bolster effective collaboration.
• Aid in diverse special projects, initiatives, and events as guided by the executive leadership team.
• Ensure the efficient operation of office spaces, including managing office supplies, coordinating meals, replenishing break stations, and organizing office gatherings.
• Coordinate company event raffles, ticket distributions, and VIP services.
• Set up meeting rooms as instructed for specific events.
• Represent the company for charity requests.
• Distribute and oversee package deliveries for the executive leadership team.
• Provide occasional support to front desk operations.
• Execute additional duties as required.

Minimum Qualifications

• A high school diploma or GED
• Superb organizational and time management aptitudes.
• Proven ability to manage multiple priorities.
• Proficiency in both written and verbal communication, with exceptional proofreading skills.
• Demonstrated discretion and professionalism in handling confidential matters.
• Familiarity with Microsoft Office Suite or G-Suite and an aptitude to learn company-specific systems.
• Resilient problem-solving abilities and the capacity to function under pressure.
• Independently driven, yet can work efficiently within a team environment.
• Adaptable to shifting priorities.
• A valid driver’s license in good standing.
• English fluency, including reading, writing, speaking, and hearing.

Preferred Qualifications

• Prior experience in the automotive or insurance industries.
• Fluent in another language besides English

Job Setting & Physical Demands

Employees in this role primarily operate in a remote or virtual setting but may need to travel between office locations. The position is predominantly sedentary, with occasional tasks like filing which demand lifting, standing, or bending. Effective use of computers and standard office tools like phones, copiers, and fax machines is essential. Occasional travel and flexibility in working hours/days to meet business needs are expected.

Disclaimers

At-Will Employment: Employment with Collision Consumer Advocates is on an "at-will" basis, meaning employment can be terminated by either the employee or the employer at any time and for any reason.

Background Checks and Drug Screenings: All offers of employment are contingent upon successful completion of a background check and drug screening.

Confidentiality: All applications will be treated with the strictest confidence.

Equal Opportunity Employer: Collision Consumer Advocates is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

E-Verify: Collision Consumer Advocates participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work within the United States of America.

Pregnancy Discrimination Act: Collision Consumer Advocates adheres to the Pregnancy Discrimination Act and provides reasonable accommodations as necessary.

If you need assistance or an accommodation due to a disability, please contact us at +1 800 656 1738.