Executive Assistant II

Company

Cox Automotive

• USA

Job Family Group

Business Operations

Job Profile

Executive Assistant II

Management Level

Individual Contributor

Flexible Work Option

Hybrid

• Ability to work remotely part of the week

Travel %

Yes, 5% of the time

Work Shift

Day

Compensation

Hourly base pay rate is $28.08 - $42.12/hour. The hourly base rate may vary within the anticipated range based on factors such as the ultimate location of the position and the selected candidate's knowledge, skills, and abilities. Position may be eligible for additional compensation that may include commission (annual, monthly, etc.) and/or an incentive program.

Job Description

Cox Automotive is seeking an Executive Assistant to provide administrative leadership and support to five Vice Presidents within the People Solutions Organization. The individual will support the VPs of Talent, Total Rewards, HRBPs, Global Employment Practices, and HR Operations. The individual in this role will provide seamless execution of tasks and administrative support including extensive calendar management, managing the leaders' daily schedule, and handling tasks on behalf of the leader as needed.

Independent judgment and decision making, and self-starter orientation is required to accurately plan, prioritize, organize and deliver detailed results in a fast-paced environment across organizational departments. The Executive Assistant is the key to keeping the leaders focused on the business priorities by taking care of administrative details and tasks.

Primary Responsibilities

• Responsible for supporting leadership, the overall business and the daily management of the office.

• Organize and manage meetings and events including securing, managing and preparing meeting space, travel, catering, transportation and set-up.

• Operates independently to complete high quality work to meet established goals.

• Discreetly handles confidential information of major importance such as company strategy, financial and personnel information.

• Communicate effectively with individuals at all levels of the Cox organization.

• Liaison to facilities for work environment needs.

• Coordinate onboarding support to new executive employees; ensure they have the needed resources to get started as a new employee of Cox Automotive.

• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel, both domestic and international.

• Arrange domestic & international travel and all accommodations including comprehensive and detailed itineraries for internal team members and external clients as needed.

• Perform administrative functions such as ordering supplies, coordinating equipment repairs and supply purchasing and procurement card reconciliation.

• Prepares expense reports, memoranda, and reports which may require the gathering of data from internal and/or external sources.

• Provide calendar and time management: schedule resources such as people, meetings, conference rooms, equipment and technology support.

• Ensure all documents, letters, briefings and other materials are in final format, including but not limited to grammar, content, substance, and accuracy.

• Attends staff meetings, records minutes and creates a summary of the meeting, highlighting the significant issues, distributing meeting minutes and documents, as assigned (as needed and appropriate).

• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.

• Support Ad-hoc projects including but not limited to:

• Creating Purchase Orders in Oracle

• Creating and maintaining Engagements in WorkForce Logiq

• Maintaining the People Solutions Distributions lists in Outlook

Qualifications

• HS Diploma/ GED equivalent and 7+ years of experience supporting leaders with global responsibility. A candidate may have a degree beyond HS/GED with 5+ years of relevant experience.

• Demonstrated, highly proficient skill level in the following technology:

• Microsoft Word, Excel, PowerPoint, and Outlook required

• Visio experience preparing Organizational Charts

• General office equipment

• Internet

• Proven experience and demonstrated ability to maintain the highest level of confidentiality is required.

• Demonstrated ability to manage multiple projects and priorities in a fast-paced, deadline driven environment.

• Exceptional detail orientation and organizational skills required.

• Demonstrated proficient communication skills (written, verbal and presentation).

• Proven ability to prioritize and work independently while collaborating and partnering with a cross-functional group.

• Professional appearance and telephone manner essential.

Preferred

• Associates or Bachelors degree and 5 years relevant experience preferred.

Drug Testing

To be employed in this role, you'll need to clear a pre-employment drug test. Cox Automotive does not currently administer a pre-employment drug test for marijuana for this position. However, we are a drug-free workplace, so the possession, use or being under the influence of drugs illegal under federal or state law during work hours, on company property and/or in company vehicles is prohibited.

Benefits

Employees are eligible to receive a minimum of sixteen hours of paid time off every month and seven paid holidays throughout the calendar year. Employees are also eligible for additional paid time off in the form of bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, parental leave, and COVID-19 vaccination leave.

About Us

Through groundbreaking technology and a commitment to stellar experiences for drivers and dealers alike, Cox Automotive employees are transforming the way the world buys, owns, sells - or simply uses - cars. Cox Automotive employees get to work on iconic consumer brands like Autotrader and Kelley Blue Book and industry-leading dealer-facing companies like vAuto and Manheim, all while enjoying the people-centered atmosphere that is central to our life at Cox. Benefits of working at Cox may include health care insurance (medical, dental, vision), retirement planning (401(k)), and paid days off (sick leave, parental leave, flexible vacation/wellness days, and/or PTO). For more details on what benefits you may be offered, visit our benefits page. Cox is an Equal Employment Opportunity employer

• All qualified applicants/employees will receive consideration for employment without regard to that individual's age, race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender, gender identity, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law. Cox provides reasonable accommodations when requested by a qualified applicant or employee with disability, unless such accommodations would cause an undue hardship.