Executive Administrative Assistant

Giles Automotive•Lafayette, LA

11d•Onsite

About The Position

The Office of the President & CEO at Giles Automotive Group is experiencing significant growth, necessitating the addition of a second administrative support role. This position will work closely with the existing Executive Assistant, focusing on accounting and bookkeeping responsibilities, and ensuring the smooth operation of the CEO's office. This is a substantive role with significant responsibility, offering the opportunity to learn the business from the top down and become an integral part of the executive office.

Requirements

Proficiency with QuickBooks is required.
Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
Proficiency with Adobe Acrobat.
Demonstrated experience building and maintaining spreadsheets and reports in Excel.
Strong in accounting and comfortable taking ownership of bookkeeping responsibilities and identifying and correcting errors independently.
Highly organized, with the ability to prioritize and manage multiple tasks seamlessly.
Detail-oriented, particularly when working with financial information, schedules, and confidential documents.
A strong communicator with excellent written and verbal communication skills.
Able to build positive relationships with senior management, employees, vendors, and outside partners.
A proactive problem-solver who uses sound judgment and makes thoughtful decisions.
Emotionally mature, dependable, and steady under pressure.
Equally effective working independently and as part of a team.
Trusted to handle confidential information with discretion.
Comfortable adapting to changing priorities and competing demands.

Nice To Haves

Bachelor's degree preferred.
Candidates with a degree in Accounting will have a significant advantage.
5+ years preferred experience.
Experience supporting executives or senior management is strongly preferred.

Responsibilities

Maintain accurate financial records, including QuickBooks data entry, coding, and account reconciliations.
Process payroll and prepare quarterly payroll-related reports.
Build and maintain Excel spreadsheets, reports, and tracking tools used by the executive office.
Process and route invoices, check requests, and supporting documentation.
Research discrepancies and follow issues through to resolution.
Maintain organized and accurate financial files and supporting documentation.
Manage and protect the CEO's calendar while coordinating closely with the Executive Assistant.
Arrange detailed travel plans and itineraries for the CEO and senior management, including transportation, lodging, meals, and agendas.
Confirm meeting, travel, and logistical details in advance.
Anticipate scheduling conflicts and resolve issues proactively.
Keep the CEO informed of important appointments, deadlines, and changes.
Serve as a professional and welcoming point of contact for internal and external constituents.
Draft correspondence, acknowledgment letters, reports, and other documents as needed.
Maintain organized, easily retrievable digital and physical files.
Handle confidential and sensitive matters with complete discretion.
Follow through on projects from start to finish, often under deadline pressure.
Work closely with the Executive Assistant to ensure the Office of the CEO operates efficiently and professionally.