Executive Assistant

MTN Automotive Training Systems is looking for an Executive Assistant to join our team!

MTN Automotive Training Systems is a growing automotive training and consulting company dedicated to helping dealerships and their teams improve performance through innovative training, technology, and proven processes. Our team is fast-paced, collaborative, and focused on providing an exceptional experience for our clients while continuing to grow and evolve as a company.

We are looking for a highly organized, dependable, and proactive Executive Assistant to work closely with our executive leadership team. This individual will play an important role in keeping daily operations organized and supporting our leaders and team through scheduling, communication, travel coordination, meetings, events, and other administrative responsibilities.

Job Summary

The Executive Assistant provides high-level administrative support to MTN's executive leadership and team. This position is responsible for coordinating schedules, communications, travel, meetings, records, hospitality, and other administrative functions while maintaining a high level of professionalism, confidentiality, accuracy, and responsiveness.

Essential Duties & Responsibilities

• Provide high-level administrative support and assistance to senior leadership.
• Draft and prepare emails, memos, invoices, reports, contracts, and other documents on behalf of senior leadership.
• Arrange travel and accommodations for senior leadership and team members.
• Coordinate and schedule meetings, appointments, and travel for the executive team.
• Attend meetings with or on behalf of senior leadership, take notes, and record and distribute meeting minutes as needed.
• Monitor incoming communications and memos on behalf of senior leadership, determine priority, and summarize or distribute information to appropriate team members.
• Maintain daily awareness of executive calendars, identify scheduling conflicts or priorities, and communicate necessary adjustments.
• Organize and maintain the MTN team calendar and assist with scheduling and coordination of work.
• Prepare agendas, schedules, materials, and other documentation for meetings.
• Perform general office duties, including maintaining records, ordering supplies, stocking executive offices, and assisting with basic bookkeeping functions.
• Manage and maintain MTN's receipt tracking and documentation system.
• Maintain communication records and assist with the accuracy and upkeep of the CRM for senior leadership.
• Welcome, direct, and host visitors, clients, and business partners in a professional manner.
• Maintain organized digital and physical filing systems.
• Retrieve information from records, emails, and other documents and prepare written summaries when requested.
• Respond to and resolve administrative inquiries and questions.
• Coordinate MTN hospitality events, including meeting organization, food arrangements, setup and tear-down, and pickup or delivery of food and related items.
• Develop a basic working knowledge of MTN processes and products and assist with training on MTN products and associated vendor products as needed.
• Assist with onboarding new team members.
• Be available by phone or text when needed to support executive scheduling and time-sensitive matters.
• Participate in periodic travel with the executive team.
• Perform additional duties and special projects as assigned by executive leadership.