Administrative Assistant
About The Position
Hendrick Automotive Group is seeking a highly organized and detail-oriented Administrative Assistant to join our Real Estate Team - Onsite in Charlotte, NC! The Executive Administrative Assistant provides high-level, proactive administrative support to the Vice President of Real Estate at Hendrick Automotive Group. This role operates at the center of a fast-paced, high-volume real estate environment and demands exceptional organizational skills, sound judgment, and a commitment to confidentiality. The ideal candidate anticipates the needs of the VP, manages competing priorities with ease, and serves as a reliable extension of executive leadership.
Requirements
- Exceptional organizational and time management skills
- High attention to detail and accuracy in all deliverables
- Strong written and verbal communication abilities
- Proactive problem-solving and conflict resolution
- Ability to maintain strict confidentiality across all matters
- Proficiency with Microsoft Office Suite and real estate management platforms
- Adaptability in a rapidly changing, high-stakes environment
- Professional presence and sound executive-level judgment
- Associate's or Bachelor's degree preferred; equivalent combination of education and experience considered
- Minimum 3–5 years of executive administrative support experience, preferably in real estate, corporate, or fast-paced environments
- Experience supporting senior-level or C-suite executives strongly preferred.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
- Familiarity with document management systems and shared drive environments (K: Drive, SharePoint, etc.)
Nice To Haves
- Experience with real estate management or property management platforms a plus
- Ability to learn proprietary platforms such as REMAN Hub quickly
Responsibilities
- Plan, coordinate, and book all travel arrangements for the VP of Real Estate, including flights, accommodations, ground transportation, and itineraries
- Submit complete and accurate expense reports in a timely manner following each trip
- Anticipate logistical needs and proactively resolve travel conflicts or disruptions.
- Maintain and actively manage the VP's calendar, ensuring adequate travel time is built in between commitments
- Identify and resolve scheduling conflicts as they arise with professionalism and efficiency
- Coordinate and manage recurring team meeting schedules, including: Project Update Meetings, Directors Meetings, Team Building Events
- Produce a comprehensive weekly schedule report and maintain it in real time as changes occur.
- Monitor the VP's email with the intent to help prioritize and triage incoming correspondence
- Flag urgent matters, surface action items, and organize communications by priority
- Draft and send responses on behalf of the VP when directed, maintaining the VP's voice and professional standard.
- Manage the data conversion and migration process from the K: Drive to the REMAN Hub system
- Process and track Certificates of Insurance (COIs) within the system, ensuring accuracy and timeliness
- Manage portfolio reporting, including critical dates review to ensure no deadlines are missed
- Serve as a resource and point of accountability for data integrity within the REMAN Hub.
- Prepare and distribute complete bi-weekly RE Meeting Reports prior to each meeting
- Attend all RE Meetings as a consistent presence representing administrative support
- Issue detailed meeting minutes following each session that clearly highlight decisions made, directions given, and action items assigned to the RE team
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
