Administrative Assistant (Junior) Fun team!

San Clemente, CA

DealerSocket is a leading automotive technology platform that helps car dealerships  in the United States, Canada and Australia to improve profitability through a fully integrated suite of marketing, sales, service, customer experience, digital marketing, DMS, data mining, and inventory management solutions.

We employ more than 1,000 people. We serve over 10,000 dealerships!

Here is a quick glimpse into our world: https://www.themuse.com/companies/dealersocket/office/sanclemente

Reporting directly to the Chief Marketing & Sales Officer (CMSO), the Administrative Assistant provides support in a one-on-one working relationship.

Education and Experience Requirements: Bachelor's degree preferred or relevant experience

One to Three years of experience

Intermediate to Expert level proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

Qualifications

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional maturity
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate a high level of service and response
  • Demonstrated ability to achieve goals and meet deadlines in a fast-paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions

Roles and Responsibilities

  • Completes a broad variety of administrative tasks for the CMSO including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the CMSO’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CMSO’s time and office.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CMSO, including those of a sensitive or confidential nature.
  • Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the CMSO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with management staff.
  • Works closely and effectively with the CMSO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
  • Acts as a "barometer," having a sense for the issues taking place in the environment and keeping him updated. Provides support to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the CMSO’s ability to effectively lead the company.
  • Prioritizes conflicting needs; handles matter’s expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.