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Executive Assistant

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Copart

21d ago

  • Job
    Full-time
    Senior Level
  • Business, Operations & Strategy
  • Dallas

AI generated summary

  • You must have 5+ years supporting executives, top organizational skills, exceptional communication, travel flexibility, tech proficiency, discretion with sensitive information, strong decision-making, effective planning, and ability to influence others towards organizational goals.
  • You will manage executive workflow, schedules, and priorities, anticipate needs, coordinate meetings, handle sensitive information, organize travel, and provide overall support to company leadership.

Requirements

  • 5+ years of experience supporting corporate upper-level managers and/or executives
  • Superior organizational skills and detail orientation
  • An assertive leader who collaborates well within a team and knows when to delegate
  • Excellent oral, written communication and presentation skills
  • Ability to draft, proofread and edit documents for spelling, grammar, and punctuation
  • Ability to travel as needed, approximately 10%
  • Demonstrates the highest level of maturity, professionalism, and judgment
  • Strong computer skills and technical knowledge including solid proficiency in MS Office -- Outlook, Word, Excel. Ability to learn and set up conference room technology incorporating iPad use and some videoconferencing.
  • Ability to manage an executive's calendar and make travel arrangements
  • Ability to use discretion when dealing with information of a sensitive or confidential nature
  • Uses business knowledge, innovative thinking, and sound judgment in the solution of problems or the pursuit of business opportunities
  • Consolidates information from various sources including feedback from others to reach sound decisions
  • Works smart by setting effective work goals, establishing priorities, and planning well in order to produce quality work
  • Executes effectively by using resources efficiently, meeting deadlines, and keeping others informed of work plans and progress toward goals
  • Clearly conveys and accurately receives information by a variety of methods and in various situations
  • Builds rapport with all kinds of people inside and outside the organization
  • Acts upon opportunities and involves and influences others in the accomplishment of worthwhile organizational goals

Responsibilities

  • Manages the executive's workflow and priorities by knowing their real priorities, managing their schedules, anticipating steps ahead and keeping them focused on the most important projects
  • Agile mindset -- comfortable with constant change and successfully manages competing priorities
  • Acts as an extension of the executive in the operation of daily affairs of the executive's and teams' functional support areas of the business
  • Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving and making adjustments to plans
  • Communicates with the general staff on the executive's behalf and coordinates logistics with high-level meetings both internally and externally, which include Board meetings
  • Prepares for and follows up on internal and external meetings. When needed, participates directly in meetings and conducts follow up on the executive's behalf
  • Applies the utmost discretion given exposure to the most sensitive company information that others on the executive assistant team may not be privy to.
  • Act as a gatekeeper, schedule meetings, conference calls, and other events; coordinate/set-up logistics for the Executives.
  • Arranges corporate travel and meetings by developing itineraries and agendas, booking transportation, arranging lodging and meeting accommodations, which can include multiple destinations with a high frequency of schedule changes.
  • Answers telephone calls, email requests, and written correspondence
  • Preparing, drafting, and/or editing correspondence, reports, and other communications and data, often of a highly confidential nature.
  • Receiving, reviewing, prioritizing, organizing, screening, scanning, and/or filing of incoming mail, communications, calls, and visitors.
  • Ensure Executives are prepared, organized, and ready for all meetings and events (prep includes attendee confirmation, conference room make-ready, printing meeting materials, applicable biographies, maps, etc.).
  • Organizing and maintaining such filing systems as are deemed necessary.
  • Can demonstrate collaborative style with excellent interpersonal skills.
  • Ability to balance multiple tasks and effectively prioritize workload in a fast-paced environment
  • High level of diplomacy and tact, ensuring the confidentiality of information when required
  • Self-motivated, determined, and able to work under own initiative
  • Representing leadership by welcoming visitors, answering questions, resolving issues or requests, arranging meals, and other logistical concerns.

FAQs

What are the core responsibilities of an Executive Assistant?

The core responsibilities of an Executive Assistant include managing the executive's workflow and priorities, acting as an extension of the executive in daily affairs, completing projects and special assignments, communicating with staff on the executive's behalf, preparing for and following up on meetings, and maintaining confidentiality.

Copart is a global leader in online car auctions, and a premier destination for the resale and remarketing of vehicles.

Manufacturing & Electronics
Industry
5001-10,000
Employees
1982
Founded Year

Mission & Purpose

Copart, a global online auto auction company headquartered in Dallas, Texas is a top-performing S&P 500 company, as noted by The Wall Street Journal. Copart is a global technology leader in the online vehicle auction industry that connects its buyers and sellers via its patented cutting-edge VB3 technology. With a passion for excellence, Copart has a great company culture and strong dedication to our employees. Copart is a veteran-founded company that honors the service of active & reserve duty employees. Copart’s veteran commitments include Leadership Development Programs, tuition reimbursement, and up to 10 days of paid leave for non-activation orders like training. Founded in 1982, Copart connects more than 750,000 buyers and sellers from over 200 locations around the world. With our innovative technology, we remarket salvage and clean title vehicles to dealers, dismantlers, rebuilders, exporters and end users through a multi-channel online internet platform. Copart sells vehicles on behalf of insurance companies, banks, finance companies, fleet owners, car dealerships, cars sourced from the general public and others. Because we are a 100% online auto auction company, Copart Members can browse our incredible inventory, set their own price and get great deals on vehicles through their home computer, smartphone or other mobile device. Copart’s vehicles can range in condition from damaged vehicles that can be used as rebuild projects to like-new, used vehicles. Copart is the parent company to a portfolio of auto service companies, including CashForCars.com, CrashedToys, and National Powersport Auctions (NPA). We currently operate in the United States (Copart.com), Canada (Copart.ca), the United Kingdom (Copart.co.uk), the Republic of Ireland (Copart.ie), Brazil (Copart.com.br), Germany (Copart.de), the United Arab Emirates, Oman and Bahrain (Copartmea.com), Spain (Copart.es), and Finland (copart.fi).