Contact Center Administrative Assistant

Penske Automotive Group•Chandler, AZ

11d

About The Position

The Administrative Assistant supporting both the Contact Center and AI Development Team plays a pivotal role in ensuring seamless daily operations and fostering interdepartmental synergy. This position is designed for a detail-oriented, proactive, and adaptable professional who thrives in a dynamic environment where technology and customer service intersect. The ideal candidate will bring strong organizational skills, a keen sense for data presentation, and a passion for supporting team success through effective administration.

Requirements

Minimum 2 years of experience in an administrative or office support role.
Exceptional verbal and written communication skills; ability to convey information clearly and professionally.
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and virtual meeting platforms.
Experience preparing and presenting performance reports, data visualizations, or executive summaries.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
Discretion in handling confidential information and sensitive matters.
Demonstrated initiative, adaptability, and a collaborative mindset.
Positive and professional attitude with the ability to get along with others
Outstanding communication skills, with the ability to interact with all levels of staff
Expert multi-tasker with the ability to prioritize accordingly
Must be proficient in dealing with fast-paced, rapidly changing, and often ambiguous environments; be organized and have a commitment to details
Positive and approachable attitude
Organized and goal-oriented professional with the ability to use strong analytical skills, knowledge of office administrative procedures with a strong background in office management
Results-focused individual providing high-end administrative support to various executives as well as various departments
Must be proficient in administrative tasks to promote continuous support and improvement of the existing system
Sound judgment and critical thinking skills
Self-motivated and the ability to work independently with little or no supervision Strong working knowledge of Microsoft Office Suite (Word, PowerPoint, Excel, and Outlook)
Ability to prepare executive-level presentations, memos, and general correspondence
Provide excellent customer service
High school diploma or the equivalent and five-year related experience or equivalent combination of education and experience.

Nice To Haves

Associate's degree (A.A.) or equivalent; and five to seven-year related experience and/or training; or equivalent combination of education and experience.

Responsibilities

Design, prepare, and update comprehensive presentations of departmental performance metrics using platforms such as Microsoft PowerPoint or equivalent tools.
Work collaboratively with team leaders and managers to ensure accuracy, clarity, and consistency of reported data.
Schedule and coordinate recurring performance review meetings.
Maintain an archive of performance presentations for reference and compliance purposes.
Manage calendars and coordinate meetings, appointments, and travel arrangements for department leaders and team members.
Prepare correspondence, memos, reports, and other documentation as requested by departmental leadership.
Organize and maintain digital filing systems for operational documents and project files.
Order, monitor, and distribute office supplies and equipment; liaise with vendors as necessary.
Support hiring and onboarding processes by preparing orientation materials and assisting new team members with administrative setup.
Process invoices and expense reports in compliance with internal procedures.
Coordinate cross-functional meetings and project updates, ensuring effective communication and documentation of outcomes.
Assist with project management tasks, including tracking deliverables, updating timelines, and preparing status summaries as needed.
Plan and coordinate onsite and virtual events such as workshops, training sessions, and team-building activities.
Organize logistics, including venue selection and catering requirements.
Prepare post-event debriefs and gather feedback for continuous improvement of future events.