Capital Automotive
Administrative Assistant
Job Label:CAUTO - Admin Asst - Acquisitions
The Administrative Assistant will possess strong organizational and communication skills, bring energy and proactivity to the role, and demonstrate a willingness to learn about the company and its operations while providing support to the COO and the Acquisitions Team. Keen attention to detail and ability to organize information is essential as the Administrative Assistant will be expected to manage the day-to-day administrative affairs of the department, including but not limited to, managing the marketing functions such as industry event, business trips, assisting with the creation of presentation materials, invoice processing, departmental expense reporting, and enforcing quality control. Strong Microsoft software skills will be utilized to format internal templates and documents, and to perform other advanced functions quickly and efficiently. Working with this hands-on team will require the ability to think and act independently and a confident take charge attitude will allow you to quickly assume responsibility for tasks. Flexibility and prioritization skills are key to managing multiple tasks with similar urgency. Other duties will include general office administration tasks, such as scanning, filing, copying, mailing, and printing.
RESPONSIBILITIES:
COO Support:
Book and manage travel arrangements
Assist with calendar management
Review and reconcile expenses for report submission
Manage subscriptions and memberships
Ensure proper tracking of client and prospect meetings
Prepare hardcopy of select presentation materials
Assist with board presentation data
Track and report on public industry information
Acquisitions Team
Oversee team calendar; ensure detailed tracking of industry event functions and attendance
Manage industry events; confirm and manage registrations and sponsorships, prepare and deliver marketing materials as needed, monitor and update budget, prepare invitations for co-sponsored dinners and events, research and coordinate reservations and contracts for restaurant and event locations.
Attend team meetings and organize workload updates
Manage Letter of Intent (LOI) distribution and tracking and ensure accurate records in Salesforce. Assist with deal summary preparation as requested
Compile and produce Weekly, Monthly, and Quarterly Reports as directed to include LOI tracking, marketing budget, and membership tracking
Assist with the development and updates of marketing material; prepare presentation materials as requested
Manage company website updates as needed, including Acquisition team members bios
Prepare and post content, and track statistics on company LinkedIn account
Assist with preparation of Investment Committee Memo
Assist with reconciliation and submission of expense reports
Other duties as assigned
Office Operations
Act as a back up to assist with day-to-day office operations to include receiving visitors, handling and referring telephone calls, accepting deliveries, distributing mail, sending overnight packages, maintaining office supplies, and overall tidiness of the office
Contribute and actively participate in training sessions
Assist with recruiting and onboarding new employees
Maintenance of the electronic resource library and corporate templates
Provide Notary services as needed
Qualifications/Requirements:
5+ years previous Administrative Assistant experience with strong organizational, written, verbal communication and computer skills required. Executive support is a plus. Candidate must have an ability to multi-task with keen attention to detail.
Strong Microsoft Office Suite skills (Word, PowerPoint, Outlook, One Note, and Excel), simple Web publishing, and Salesforce experience preferred. It will be important to have the ability to create charts and ad hoc reports.
About Us
Capital Automotive is truly a unique company that is invested in the development and personal growth of every employee. We have a collegial, open-door environment with significant learning opportunities. We offer competitive pay and benefits; a work from home policy that permits regular remote Fridays; additionally, the company currently provides paid parking and lunch at several delis/cafes in the immediate vicinity of the office.
Capital Automotive Real Estate Services
Why You Are Going to Love This Job:
Diverse Responsibilities: From managing schedules to supporting sales efforts, no two days are the same.
Team Collaboration: Work closely with a dedicated team of professionals who are experts in their field.
Growth Opportunities: Capital Automotive supports your career development with training and advancement opportunities.
Innovative Environment: Be part of a company that continually adapts and evolves to meet the needs of the automotive retail industry.
Impactful Work: Contribute to projects that directly support the growth and success of our clients
Capital Automotive offers comprehensive compensation and benefits, and a dynamic work environment that values excellence, teamwork, and professional growth. If you possess the qualifications and skills to excel in this role, we encourage you to apply!Candidates who complete the full questionnaire will be considered.
Equal Opportunity Employer
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Related Keywords:Administrative assistant, executive assistant, administration, real estate, office assistant, automotive industry, office administration