Executive Assistant

Administrative Assistant

Who we are: 

Founded in 2012, automotiveMastermind is a leading provider of predictive analytics and marketing automation solutions for the automotive industry and believes that technology can transform data, revealing key customer insights to accurately predict automotive sales. automotiveMastermind is headquartered in New York City. For more information, visit automotivemastermind.com. 

At automotiveMastermind, we thrive on high energy at high speed. We’re an organization in hyper-growth mode and have a fast-paced culture to match. Our highly engaged teams feel passionately about both our product and our people. This passion is what continues to motivate and challenge our teams to be best-in-class. Our cultural values of “Drive” and “Help” have been at the core of what we do, and how we have built our culture through the years. This cultural framework inspires a passion for success while collaborating to win. 

What we do: 

Through our proprietary automated sales and marketing platform, Mastermind, we empower dealers to close more deals by predicting future buyers and marketing to them accordingly. In short, we help automotive dealerships generate success in their loyalty, service, and conquest portfolios through a combination of turnkey predictive analytics, proactive marketing, and dedicated consultative services.  

JOB DESCRIPTION SUMMARY 

This role requires strong attention to detail, excellent organizational skills, and the ability to manage multiple high‑priority requests under tight deadlines. The ideal candidate is a forward‑thinking, detail‑oriented planner who responds efficiently while staying flexible and composed. 

The individual in this role must understand business priorities, anticipate needs, and drive improvements that increase leadership capacity. They must handle confidential information with integrity and interact professionally with senior executives. The ideal candidate can manage complex tasks with minimal guidance, act quickly in urgent situations, and take initiative without full context. Success requires strong teamwork and the ability to build effective relationships across the organization. 

Administrative Assistant Expectations 

• Provide high‑level administrative support to executive and senior leadership. 

• Collaborate effectively with fellow Executive Assistants. 

• Manage calendars, coordinate travel, organize meetings and events, prepare reports and financial data, support customer relations, and assist with training and oversight of other support staff. 

• Handle confidential and time sensitive material with care.  

• Develop a strong understanding of business priorities, workflows, and expectations. 

• Use sound judgment and prior experience to plan, prioritize, and deliver results. 

• Provide direction and support to other team members when needed. 

• Bring creativity, flexibility, and initiative to problem‑solving and daily work. 

• Demonstrate strong technical proficiency and comfort with new tools. 

Office Support Expectations 

• Support day‑to‑day office operations and help maintain a professional, well‑organized, and welcoming environment. 

• Assist with coordinating office maintenance, repairs, and vendor interactions (facilities, supplies, equipment, security, etc.). 

• Help manage office supply inventory, placing orders, and keeping shared spaces and storage areas organized. 

• Provide support for onboarding activities, including preparing workspaces, coordinating access, and assisting with equipment setup. 

• Assist with onsite meetings, events, and employee engagement activities as needed. 

• Welcome and support visitors to ensure a smooth and positive experience. 

• Help track invoices, expenses, and simple budget information related to office operations. 

• Contribute ideas to improve office processes and overall workplace experience. 

Minimum Requirements 

• 3 to 5 years of related experience including support of executive or C-Level staff. 

• Excellent teamwork skills, particularly the abilities to continually anticipate emerging issues, and to plan for success. 

• Excellent oral and written communication skills 

• Strong customer service skills 

• Experience working in large corporate setting and startup environments preferred. 

• Must be proficient in Microsoft Office Suite, including Word, PowerPoint, Excel and Outlook. 

• Experience with Concur or alternate travel and expense systems. 

• Experience managing and overseeing internal weekly, monthly, quarterly and annual meetings  

• Knowledge and experience with supporting internal communications on success and performance.  

• Solid working knowledge of executive office processes and business policy development. 

• Related computer software and electronic communications tools. 

• Proven interpersonal skills with experience providing complex executive support in a high-profile environment with tact and diplomacy. 

• Experience managing to a budget and with multiple deadlines required. 

• Ability to work across teams and with a variety of projects and constituencies. 

• Must be detail oriented and an excellent time manager. 

• Ability to work autonomously in a relatively unstructured environment, to prioritize and multi-task on competing projects and to execute and complete deliverables in a timely manner. 

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk; hear; and taste or smell. The employee must occasionally lift or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. 

Expected Hours of Work: