Executive Administrative Assistant - Santa Clarita, CA
1 day ago
Job description
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.
What You'll Do
- 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.
Required Qualifications
- 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.
Preferred Qualifications
- 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)
Salary range: 50k -80k
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