Executive Administrative Assistant

Executive Administrative Assistant
Giles Automotive Group

WHATS GOING ON
The work coming through the Office of the President & CEO has grown significantly. What once fit on one desk no longer does so were adding a second seat to the office. Were looking for someone to work side by side with our Executive Assistant take ownership of the offices accounting and bookkeeping and help keep the CEOs office running smoothly. This is not a fill-in or backup position. Its a real role with real responsibility. The person who joins us will have the opportunity to learn the business from the top down and become an important part of the executive office.

WHAT DO YOU GET
Competitive Pay. This is a full-time salaried position. We will consider a range of experience and compensation will reflect your qualifications and experience. Apply for details
Insurance Benefit Options: Medical / Dental / Vision
Paid vacation
401(k) retirement option
Enjoy a MondayFriday work schedule with weekends off
A Seat Close to the Action
Work directly alongside our Executive Assistant and gain a unique opportunity to learn the companyfrom the inside out. This role offers room to grow as the company continues to expand.
Youll have the support of an experienced award-winning management and staff team committed to serving our employees customers and community.

WHAT ARE WE SEARCHING FOR
Reporting to the Executive Assistant to the President & CEO this position provides direct support to the Office of the CEO with a primary focus on accounting bookkeeping scheduling and travel coordination. Youll own the numbers side of the operation. QuickBooks entries expense reports reconciliations payroll and reporting; while also managing schedules travel plans itineraries and the many details that make meetings and trips run smoothly.

The ideal candidate is precise with numbers organized unflappable when priorities shift and genuinely enjoys being the person who has it handled. You will have access to confidential information every day and will be trusted to handle it with the highest level of discretion.

WHAT WILL YOU DO

Accounting & Bookkeeping
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.

Scheduling & Travel
Manage and protect the CEOs 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.

Executive Office Support
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.

QUALIFICATIONS
Bachelors degree preferred. Candidates with a degree in Accounting will have a significant advantage.
3 years of administrative bookkeeping accounting or executive support experience; 5 years preferred.
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.
Experience supporting executives or senior management is strongly preferred.
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.

WHO ARE WE
We are Giles Automotive Group. We pride ourselves in living out our mission to be a vehicle that improves the lives of our employees our customers and our community. Our mission is more than a phrase or something we hang on our wall its central to how we help you advance not just in your career but as a person. We are interested in discovering your strengths and helping you leverage them to reach your personal and professional goals. Ultimately our mission is reflected in our contribution to the Acadiana Community focused on building relationships and giving back.

WHATS NEXT
Come work for a great company! If youre organized good with numbers enjoy serving people and take pride in getting the details right we want to hear from you. This is an opportunity to become an important part of the Office of the President & CEO and grow with a company that is proud to be a leader in the Acadiana community. Apply now. We look forward to meeting you!