Executive Assistant to Chief Executive Officer

2 months ago

Dallas, United States The CAR Group Full time

The CAR Group (Norm Reeves) is a nationally recognized automotive group with a legacy of excellence in the retail dealership industry, spanning over six decades since its founding in 1963. We oversee a diverse portfolio of privately-owned dealerships across Southern California, Texas, and Florida, known for our commitment to innovation, integrity, and exceptional customer service. As we continue our dynamic expansion, we are seeking driven and talented individuals eager to advance their careers and grow alongside our company.


We are searching for a dynamic and highly organized Executive Assistant to work one-on-one with our CEO. This role is designed for someone who not only excels in traditional administrative responsibilities but also possesses the strategic mindset to enhance the CEO’s impact. This position offers a unique opportunity to work at the intersection of high-level business strategy and day-to-day operations, ensuring the CEO's time is maximized and relationships are nurtured effectively.


Key Responsibilities:

  • Proactively anticipate the CEO’s needs, preparing necessary materials and information before they are requested.
  • Stay ahead of potential issues, planning contingencies to ensure smooth operations.
  • Act as an extension of the CEO’s brain and presence, making informed decisions on their behalf when necessary.
  • Represent the CEO in meetings and communications, ensuring alignment with the CEO’s priorities and vision.
  • Prioritize tasks and focus areas for the CEO, maintaining clarity and ensuring that the CEO remains focused on top priorities.
  • Manage the CEO’s calendar, scheduling meetings, and appointments that align with strategic objectives.
  • Ensure that no task or detail is overlooked, effectively delegating responsibilities while maintaining accountability.
  • Oversee and supervise all administrative functions, ensuring the highest level of accuracy and efficiency.
  • Commit to continuous personal and professional development, improving skills and processes weekly to enhance the CEO’s effectiveness.
  • Implement and refine administrative systems that support the CEO’s operations.
  • Own and manage the "operating system" that ensures all tasks, projects, and communications are handled with excellence.
  • Develop and maintain systems to track workflow, responsibilities, and deadlines.
  • Provide regular status updates to the CEO, preemptively addressing potential questions, concerns, or crises.
  • Ensure clear and effective communication across all platforms, acting as the CEO’s primary point of contact.
  • Engage in regular feedback sessions with the CEO to ensure alignment, adapt strategies, and optimize performance.
  • Provide constructive feedback to improve team and organizational processes.



Qualifications:

  • Strong ability to analyze complex problems, evaluate potential solutions, and implement effective strategies.
  • Proven experience in working independently with minimal supervision, taking initiative to manage tasks and projects.
  • Comprehensive understanding of key business areas, including risk management, finance, marketing, and governance.
  • Skilled in diplomatic communication and negotiation, ensuring positive outcomes in challenging situations.
  • Exceptional written and verbal communication skills, with the ability to articulate complex ideas clearly.
  • Strong foresight and anticipation skills, proactively identifying opportunities and risks before they arise.
  • High emotional intelligence, enabling effective interpersonal interactions and conflict resolution.
  • Proficiency across a wide range of digital platforms and tools, with the ability to quickly adapt to new technologies.
  • Experience in project and event management, with an eye for design and attention to detail.
  • Demonstrated resilience in high-pressure environments, maintaining focus and productivity under stress.
  • Experience in managing office operations, including budgeting, facilities management, and resource allocation.
  • A trusted confidant, maintaining the highest level of confidentiality and integrity in all matters.


Key Skills:

  • Oversee and supervise administrative functions, identifying process improvements and training needs.
  • Attend leadership meetings as a key member of the executive team, supporting the CEO with strategic insights.
  • Prepare and maintain company documents, reports, and expense approvals.
  • Lead and manage special projects, ensuring timely completion and alignment with organizational goals.
  • Manage the CEO’s schedule, organize calendar, and coordinate key governance or business cadences.
  • Provide phone support, travel arrangements, and occasional assistance with meeting decks and presentations.
  • Act as a gatekeeper, filtering information and requests, and helping the CEO prioritize effectively.


To Apply: Send your resume to jade.atwood@normreeves.com, we ask that you include your favorite color in the subject line of your email.


This role is ideal for a highly organized, detail-oriented individual who thrives in a fast-paced environment and has a passion for supporting executive leadership. If you are driven, resourceful, and ready to make a meaningful impact, we encourage you to apply.

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