Job Description
Senior Executive Assistant to the CEO
Location: Dallas, TX (On-site | Hybrid arrangements considered)
Compensation: $10,000 per month Annual Bonus
Incentive: % of base salary based upon performance against KPIs, project completion and overall company profitability.
Benefits: Competitive Health Insurance, Dental/Vision, 401K, PTO, Cell phone reimbursement, Continuing Learning Credits.
About The CAR Group: The CAR Group is a family-owned collection of high-volume, award-winning retail automotive franchises operating under the "Norm Reeves" brand. Our business success is built on our strong performance and our commitment to our core values and the welfare of our employees and customers. We are one of the most respected and successful automotive groups in the country. With a legacy built on trust, integrity, and a commitment to excellence, we strive to deliver unparalleled experiences for both our customers and our team members.
Position Summary: We seek a seasoned Executive Assistant to the CEO to provide right-hand strategic and administrative support. This role is ideal for someone who thrives in a fast-paced, high-performance environment and understands the importance of confidentiality, discretion, and executive presence.
The EA to the CEO is not just an administrative partner but a strategic extension of the CEO’s office—anticipating needs, prioritizing what matters most, and enabling high-level execution. This individual will also collaborate closely with other senior leaders and teams.
CEO-Support Behaviors:
- Manage the time of the CEO with competing priorities and make sure time is focused on strategic objectives and short- and long-term goals that will bring these about. Assess needed shifts in priorities as time goes on.
- Create and maintain strong relationships with team members, direct reports, executives, stakeholders, and clients necessary for the function of the executive office.
- Assess and manage the flow of information, communications, and access to the CEO in line with identified priorities.
- Using judgment to help protect the CEO from unnecessary involvement in day-to-day office management issues or interruptions that belong to someone else on the org chart or that the EA could handle unilaterally.
- Provides support to the CEO in the form of physical or emotional well-being, as it would interfere with their work.
- Supports initiatives of the executive office and CEO in the form of an advocate or change champion.
- Creates strong external relationships as applicable to support the objectives of the CEO and executive office.
Daily Operations & Functions:
- Calendar Management – Full Implementation and Management of the Ideal Week:
- Oversee and prioritize the CEO's daily, weekly, and monthly schedules, ensuring optimal time allocation.
- Coordinate cross-functional meetings, accounting for participants' time zones and preferences.
- Proactively identify and resolve scheduling conflicts with diplomacy and tact.
- Prepare and provide the CEO with background information, meeting objectives, and relevant documents in advance.
- Collaborate closely with other support staff and teams to streamline company-wide scheduling.
- Block off strategic thinking, planning, and personal time for the CEO.
- Ensure timely reminders and follow-ups for crucial appointments and commitments.
- Continuously optimize scheduling tools and processes for efficiency and effectiveness.
Inbox Management:
- Efficiently categorize, filter, and prioritize incoming emails to ensure the CEO sees the most urgent and vital correspondence.
- Draft, proofread, and send emails on behalf of the CEO when required.
- Implement and maintain an organized filing and tagging system to ensure easy retrieval of past communications.
- Delegate emails and requests to appropriate departments or team members when necessary.
- Monitor and track critical follow-ups and commitments derived from email communications.
- Handle sensitive and confidential information with discretion.
- Continuously review and optimize email filtering rules and automated processes.
- Schedule and organize periodic inbox clean-ups to maintain a streamlined communication channel.
Travel Coordination:
- Book National and/or international flights for both business and personal trips.
- Organize and plan all accommodation and transportation (e.g., car rentals, airport transfers).
- Prepare detailed itineraries.
- Handle visa and travel documentation as needed.
- Compose and Edit Correspondence:
- Draft letters, memos, and other communications.
- Proofread documents for accuracy and tone.
- Format content according to company standards.
- Handle sensitive and confidential information with discretion.
Project Management in Asana:
- Oversee and execute key projects for the CEO and executive team.
- Collaborate cross-functionally to ensure project success.
- Track progress, ensuring milestones are met on time for the CEO and for self.
- Proactively address and mitigate potential roadblocks.
- Report updates and provide recommendations as needed.
AI Tools & Digital Proficiency:
- Operate and integrate AI-powered tools for scheduling, correspondence, and task management.
- Analyze AI tool performance metrics to optimize productivity and efficiency.
- Stay informed on the latest AI and automation trends to recommend potential integrations.
- Collaborate with IT teams to troubleshoot and refine AI tool implementations.
- Customize and refine AI-driven notifications and alerts for the CEO.
Maintain Workspace:
- Organize and declutter physical office spaces.
- Streamline digital file storage for easy access.
- Implement systematic file naming and storage conventions.
- Regularly review and archive outdated materials.
- Personal Support & Coordination:
- Schedule and coordinate personal appointments and commitments.
- Organize family-related events and responsibilities with the CEO’s family.
- Handle personal correspondence and communications as needed.
- Facilitate and manage personal shopping and gifting in coordination with the CEO’s family as necessary.
- Ensure the CEO's personal commitments and responsibilities are seamlessly integrated with their professional calendar.
- Handle any personal emergencies or situations requiring immediate attention.
- Serve as a liaison between the CEO's personal contacts and the executive office.
Experience Qualifications:
- 5-10 years of EA experience directly supporting a CEO or a C-Suite Executive.
- Familiarity with industry-specific challenges and jargon.
- Expertise in project management and execution.
- Proficient in Microsoft Office software.
- Proven ability to handle sensitive information with discretion.
- Track record in complex travel coordination and event planning.
- Demonstrated skill in stakeholder management across various levels.
- Exceptional written and verbal communication capabilities.
- Acute business insight and management expertise.
Characteristics Required:
- Team mentality, behave professionally and respectfully with our colleagues and partners.
- Ability to understand what is situationally appropriate.
- Confidence in being a decision-maker and leader.
- Personal fulfillment from a high-level support role and partnering with executives.
- Ability to assimilate large quantities of data and prioritize them against company Objectives.
- Rational and strategic thinker
- Adept at dealing with difficult people, not easily rattled, and able to keep the peace.
Job Tags
Temporary work, Immediate start, Shift work,