Executive Administrative Assistant

Hello Auto Group • Santa Clarita, CA

3d

About The Position

Hello Auto Group is seeking a highly organized, proactive Executive Administrative Assistant to support senior leadership and help keep our corporate operations running smoothly. This role blends high-level executive support with cross-functional coordination. The ideal candidate is resourceful, discreet, detail-driven, and thrives in a fast-paced environment—someone who can anticipate needs, communicate confidently across all levels, and follow through without dropping the ball.

Requirements

• 3+ years of experience supporting C-Suite leadership
• Strong organizational and time-management skills with the ability to juggle multiple priorities
• High attention to detail—especially with reconciliations, document management, and reporting
• Professional communication skills (written, verbal, and interpersonal)
• Ability to handle confidential information with discretion
• Proficiency with Microsoft Office and/or Google Workspace, calendars, Excel proficient, presentation tools
• Strong PowerPoint/Google Slides/Canva skills for board/investor material
• Valid driver’s license and ability to travel on occasion.
• LA based position, with travel to Temecula and San Diego.

Nice To Haves

• Experience in multi-location operations, or a fast-paced corporate environment
• Comfort preparing analytics summaries and reporting (reputation metrics, trends, rollups)
• Familiarity with vendor management, contracts, and compliance processes (OSHA, privacy/DPAs, opt-outs)

Responsibilities

• Provide high-level administrative support to owner and corporate executives, including calendar management, travel coordination, organization, and occasional personal assistance.
• Serve as a liaison between senior leadership and team members to ensure strong communication and follow-through.
• Manage monthly credit card reconciliations, including coding and receipt tracking company wide.
• Oversee company wide review management, Yelp monitoring, and provide analytics reporting to VP's and General Managers.
• Coordinate Board and Investor communications, organize financial materials, and assist in preparing presentation decks.
• Assist Hello Giving and company wide events, including planning, coordination, attendance, and culture engagement.
• Assist with facilities, vendor coordination, contract oversight, and office supply procurement company wide.
• Support compliance and vendor management processes, including OSHA coordination, Comply Auto tracking, and customer opt-outs.
• Oversee conference room management, business card ordering, phone system coordination, and snack program tracking.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed