Administrative Assistant for C-Level Executives

Job Description

Position Purpose:

Responsible for handling both administrative assistant and personal assistant duties for the C-Suite Executives and Barrett-Jackson Executive Team. Ensure that the C-Suite Executive team operates in an efficient and effective manner by supporting calendar management, receiving high volume of phone calls, making travel arrangements, handling or arranging errands, and supporting other projects as needed. The Administrative Assistant must possess exceptional verbal and written communication skills, tact, and diplomacy, above average time management skills, and be always professional.

Key Responsibilities:

Manage day to day schedule and calendar for the C-Suite Executive team

Assist with daily tasks and projects as needed for the the C-Suite Executives and Barrett-Jackson Executive Team

Coordinate travel arrangements

Monitor meeting requests and schedule accordingly

Collaborate with team members to create a smooth workflow and meet deadlines

Follow up on action items in timely manner

Prepare necessary business correspondence in coordination with Chief of Staff including emails, letters, thank you notes, invitations, etc.; perform word processing of confidential documents

Perform errands as needed

Travel as required

Develop and maintain an effective filing system

Transcribe materials as needed

Coordinate all tasks with the Chief of Staff

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

Qualifications:

Comfortable working in an entrepreneurial atmosphere

Must be extremely organized and able to multitask, coordinating several different projects at the same time

Advanced computer skills in Microsoft Teams, Excel, Word Outlook, and PowerPoint

Proven ability to remain flexible in the work environment and manage multiple priorities under time constraints in a fast-paced environment, with a strong attention to detail

Exceptional oral and written communication skills

Highest degree of confidentiality, tact and diplomacy required

Ability to be pro-active and detail-oriented: must work successfully under pressure and handle all situations with the highest degree of professionalism

Ability to work independently and as part of a team

Levelheaded decision-making abilities

Ability to work under high demands and expectations

Ability to work non-traditional hours during peak season

Maintain professionalism, including phone etiquette, manners, appearance, attitude

Analyze problems and help with solutions

Education and/or Experience:

Bachelors' degree and strong academic credential preferred

Minimum 5 years' experience in support position to C-level or executive-level personnel

Extensive experience in private travel. Private jet management experience preferred

Live event, sports and/or entertainment experience preferred

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.