Executive Assistant to the CEO at Mechanic on the Go

Job Summary:

The Executive Assistant to the CEO is a pivotal role within [Auto Repair Company Name], providing high-level administrative support, overseeing workshop operations, managing communication, and assisting with financial administration. The ideal candidate will be a highly organized and proactive individual with excellent communication skills, capable of handling a wide range of responsibilities, including customer interaction, staff management, and content creation. This position requires a strong sense of confidentiality, attention to detail, and the ability to manage multiple tasks efficiently.

Key Responsibilities:

Communication Handling:

• Manage and prioritize all incoming communications for the CEO, including emails, phone calls, and customer messages.
• Draft, review, and send communications on behalf of the CEO, ensuring a professional tone and accurate information.
• Act as the primary point of contact between the CEO and internal/external stakeholders, including clients, vendors, and partners.
• Coordinate and schedule meetings, ensuring all parties are informed and prepared.

Workshop Management:

• Oversee the daily operations of the auto repair workshop, ensuring that all activities are running smoothly and efficiently.
• Monitor the progress of ongoing repairs and maintenance, ensuring that timelines are met and quality standards are upheld.
• Coordinate with the workshop staff to ensure that tools, equipment, and materials are available and in good working condition.
• Address any operational issues that arise, working with the CEO and workshop team to find timely solutions.

Confidentiality and Discretion:

• Handle sensitive information with the highest level of confidentiality, including business strategies, financial data, and personal information.
• Ensure that all confidential documents and communications are securely stored and only accessible to authorized personnel.

Workshop Operations Administration:

• Maintain accurate records of workshop operations, including repair orders, inventory levels, and staff schedules.
• Assist in developing and implementing operational procedures to improve efficiency and service quality.
• Prepare and distribute reports on workshop performance, highlighting key metrics and areas for improvement.
• Coordinate the maintenance of the workshop’s physical environment, ensuring a clean, organized, and safe workspace.

Financial Administration:

• Assist the CEO with financial management tasks, including invoicing, accounts payable/receivable, and budget tracking.
• Monitor and reconcile financial transactions, ensuring accuracy and compliance with company policies.
• Prepare financial reports and summaries for the CEO, providing insights into the company’s financial performance.
• Assist with payroll processing, ensuring staff are paid accurately and on time.

Staff Management:

• Support the CEO in managing the workshop staff, including coordinating schedules, tracking attendance, and assisting with performance evaluations.
• Address any staff-related issues or concerns, working with the CEO to resolve them in a fair and timely manner.
• Assist in recruiting, onboarding, and training new employees, ensuring they are well-equipped to succeed in their roles.
• Foster a positive and collaborative work environment, encouraging teamwork and professional growth.

Personal Assistant Duties:

• Manage the CEO’s calendar, including scheduling appointments, travel arrangements, and personal commitments.
• Assist the CEO with personal tasks as needed, ensuring their time is optimized for both professional and personal responsibilities.
• Prepare and organize documents, presentations, and other materials for meetings and events.

Content Capture and Editing:

• Assist in capturing content for marketing and promotional purposes, including photos, videos, and written materials.
• Edit and refine content to ensure it aligns with the company’s branding and messaging standards.
• Collaborate with the marketing team to create and distribute content that highlights the company’s services and achievements.

Qualifications:

• Education: Experience in Business Administration, Management, or a related field is preferred.
• Experience: Minimum of 3-5 years of experience in an executive support role, preferably within the automotive or service industry.

Skills:

• Excellent communication skills, both verbal and written.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite and familiarity with workshop management software.
• Financial acumen with the ability to assist in budget management and financial reporting.
• Experience in content creation and editing is a plus.
• Ability to work independently and manage multiple priorities in a fast-paced environment.

• Personal Attributes:

  • High level of integrity and discretion in handling confidential information.
  • Proactive, with the ability to anticipate the needs of the CEO and the business.
  • Strong leadership qualities and the ability to manage and motivate staff.
  • Detail-oriented with a focus on accuracy and quality.

Benefits:

• Competitive salary with performance-based bonuses.
• Health and wellness benefits.
• Opportunities for professional development and career growth within the company.
• Flexible working hours and paid time off.
• Employee discounts on services.