Executive Assistant

NELSON AUTO GROUP•Tulsa, OK

46d•Onsite

About The Position

MTN Automotive Training Systems is looking for an Executive Assistant to join our team! MTN Automotive Training Systems is a growing automotive training and consulting company dedicated to helping dealerships and their teams improve performance through innovative training, technology, and proven processes. Our team is fast-paced, collaborative, and focused on providing an exceptional experience for our clients while continuing to grow and evolve as a company. We are looking for a highly organized, dependable, and proactive Executive Assistant to work closely with our executive leadership team. This individual will play an important role in keeping daily operations organized and supporting our leaders and team through scheduling, communication, travel coordination, meetings, events, and other administrative responsibilities. The Executive Assistant provides high-level administrative support to MTN's executive leadership and team. This position is responsible for coordinating schedules, communications, travel, meetings, records, hospitality, and other administrative functions while maintaining a high level of professionalism, confidentiality, accuracy, and responsiveness.

Requirements

Sound judgment and discernment
High level of integrity
Strong attention to detail
Discretion and ability to maintain confidentiality
Punctual and dependable
Flexible and adaptable
Personable with strong interpersonal skills
Self-motivated
Proactive and willing to take initiative
Strong problem-solving and critical-thinking skills
Professional demeanor
Excellent written and verbal communication skills
Highly organized
Strong time-management skills
Ability to prioritize and manage multiple responsibilities
Resourceful
Accountable and committed to following through
Comfortable working independently
Collaborative and team-oriented
Coachable and receptive to feedback
Ability to remain in a seated or standing position for extended periods while performing administrative and computer-based work.
Ability to frequently use a computer, keyboard, telephone, and other standard office equipment.
Ability to move throughout the office and between meeting or event spaces as needed.
Ability to bend, reach, stoop, and perform other movements associated with organizing files, supplies, meetings, and events.
Ability to lift, carry, push, or move office supplies, meeting materials, food, packages, and similar items weighing up to 25 pounds.
Ability to assist with the setup and tear-down of meetings, hospitality events, and office functions.
Ability to operate a motor vehicle as needed for business-related errands, pickups, deliveries, or travel.
Ability to travel periodically by vehicle and/or air with members of the executive team.
Ability to communicate effectively in person, by telephone, electronically, and in group or meeting settings.
Ability to perform work requiring sustained attention to detail and extended periods of computer use.

Responsibilities

Provide high-level administrative support and assistance to senior leadership.
Draft and prepare emails, memos, invoices, reports, contracts, and other documents on behalf of senior leadership.
Arrange travel and accommodations for senior leadership and team members.
Coordinate and schedule meetings, appointments, and travel for the executive team.
Attend meetings with or on behalf of senior leadership, take notes, and record and distribute meeting minutes as needed.
Monitor incoming communications and memos on behalf of senior leadership, determine priority, and summarize or distribute information to appropriate team members.
Maintain daily awareness of executive calendars, identify scheduling conflicts or priorities, and communicate necessary adjustments.
Organize and maintain the MTN team calendar and assist with scheduling and coordination of work.
Prepare agendas, schedules, materials, and other documentation for meetings.
Perform general office duties, including maintaining records, ordering supplies, stocking executive offices, and assisting with basic bookkeeping functions.
Manage and maintain MTN's receipt tracking and documentation system.
Maintain communication records and assist with the accuracy and upkeep of the CRM for senior leadership.
Welcome, direct, and host visitors, clients, and business partners in a professional manner.
Maintain organized digital and physical filing systems.
Retrieve information from records, emails, and other documents and prepare written summaries when requested.
Respond to and resolve administrative inquiries and questions.
Coordinate MTN hospitality events, including meeting organization, food arrangements, setup and tear-down, and pickup or delivery of food and related items.
Develop a basic working knowledge of MTN processes and products and assist with training on MTN products and associated vendor products as needed.
Assist with onboarding new team members.
Be available by phone or text when needed to support executive scheduling and time-sensitive matters.
Participate in periodic travel with the executive team.
Perform additional duties and special projects as assigned by executive leadership.