Executive Assistant (to C-Suite Executives)

Barrett-Jackson Auction Co, LLC•Scottsdale, AZ

1d•Onsite

About The Position

We are seeking a highly skilled, detail-oriented, and proactive Executive Assistant to support our C-suite executives (CEO, COO, CFO, etc.). This individual will provide administrative assistance to ensure smooth operations, streamline workflows, and help the executives focus on high-level initiatives. The ideal candidate will be an excellent communicator, organized, and able to juggle multiple tasks while maintaining confidentiality. Key Areas of Responsibility: Executive Support: Manage the executive's calendars, appointments, and travel arrangements. Coordinate meetings, events, and conferences for C-suite executives. Prepare and organize materials for meetings, including agendas, presentations, and reports. Handle and prioritize incoming communications (calls, emails, mail) and respond on behalf of the executives when necessary. Project Management: Assist in tracking key projects, ensuring deadlines are met and stakeholders are informed. Prepare executive reports and presentations for board meetings and company-wide communications. Follow up with internal and external teams on the progress of various projects. Communication and Liaison: Act as the main point of contact between the executives and internal/external stakeholders. Draft and manage correspondence on behalf of C-suite executives, including emails, letters, and memos. Maintain a high level of professionalism and confidentiality when dealing with sensitive matters. Event Coordination: Plan and execute executive meetings, conferences and business trips. Confidentiality and Discretion: Handle highly sensitive and confidential information with discretion. Maintain privacy in all executive communications and projects. This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor.

Requirements

Bachelor's degree or equivalent experience required.
Minimum of 5 years as an Executive Assistant or in a similar role, supporting senior leadership.
Strong organizational and time management skills, with the ability to prioritize effectively.
Excellent verbal and written communication skills.
Proficiency in MS Office Suite (Word, Excel, PowerPoint) and other office management software.
Strong attention to detail and problem-solving skills.
Ability to work under pressure and meet deadlines.
Discretion and confidentiality.

Nice To Haves

Experience working with high-level executives
familiarity with project management tools
previous experience in a fast-paced environment

Responsibilities

Manage the executive's calendars, appointments, and travel arrangements.
Coordinate meetings, events, and conferences for C-suite executives.
Prepare and organize materials for meetings, including agendas, presentations, and reports.
Handle and prioritize incoming communications (calls, emails, mail) and respond on behalf of the executives when necessary.
Assist in tracking key projects, ensuring deadlines are met and stakeholders are informed.
Prepare executive reports and presentations for board meetings and company-wide communications.
Follow up with internal and external teams on the progress of various projects.
Act as the main point of contact between the executives and internal/external stakeholders.
Draft and manage correspondence on behalf of C-suite executives, including emails, letters, and memos.
Maintain a high level of professionalism and confidentiality when dealing with sensitive matters.
Plan and execute executive meetings, conferences and business trips.
Handle highly sensitive and confidential information with discretion.
Maintain privacy in all executive communications and projects.