Vanguard Dealer Services is hiring: Administrative Assistant in Chicago

The Team

Vanguard Dealer Services believes in the power of strong alliances. We partner with dealerships to improve people, process, and performance. With over 20 years of experience, Vanguard Dealer Services is very familiar with the daily challenges of a dealership in today’s rapidly changing and growing marketplace. Using integrity as our cornerstone, we only offer products and services that provide maximum profitability for our customers. Vanguard Dealer Services is committed to helping our clients create a menu of products and services that serves their needs, resulting in unwavering support and maximum impact.

Position

Administrative Assistant

Location

Chicago, IL

Reports to

Office Manager & Partners

Principal Purpose of Position

The qualified candidate will provide comprehensive administrative and operational support to the executive partners, senior administrative assistant, and account representatives. This role bridges executive needs, dealership support, and office management by overseeing day-to-day workflows, ensuring smooth communication between departments, and maintaining organized systems. Key responsibilities include coordinating dealer setups, supporting Waypoint GPS account and device management, preparing marketing and launch materials, and assisting with customer replacement and cancellation processes. The candidate will also manage calendars, correspondence, and meetings, while overseeing office supplies, mail, inventory, and shipments. This position requires adaptability, attention to detail, and the ability to anticipate needs across executives, dealerships, and internal teams.

Benefits

• An opportunity to work with a great team that is passionate about the same thing you are!!
• Networking opportunities to meet people that you’d like to know!!
• 401K with company match!!
• Medical, Dental, Vision benefits

Daily Responsibilities

• Manage executive calendars, schedule meetings, and prepare agendas and minutes
• Draft, edit, and distribute correspondence, reports, presentations, and spreadsheets
• Support senior administrative assistant with daily responsibilities and special projects
• Handle incoming calls, take accurate messages, and direct inquiries appropriately
• Maintain confidentiality in handling sensitive communications and executive matters
• Assist with dealership setups, user onboarding, and vendor portal access
• Support account representatives with cancellations, replacements, and contract updates
• Assign and manage devices in customer accounts
• Assist with Waypoint GPS support activities, including troubleshooting and escalations
• Prepare and track shipments for customer replacements and dealer orders
• Maintain and update dealership and account files in Google Drive
• Provide direct support for dealership call‑in or email‑in needs
• Pull data from various websites and transfer into customer accounts
• Perform accurate data entry into systems, spreadsheets, and trackers
• Create and maintain reporting tools to track shipments, cancellations, and account activity
• Scan, print, and copy documents for record‑keeping and distribution
• Prepare and organize dealership launch playbooks and training resources
• Print, laminate, and distribute marketing materials for dealerships
• Assist with event/meeting setup including room coordination, materials, and follow‑up
• Liaise with vendors for marketing materials and dealership supplies
• Monitor and manage office and dealership supply inventory (contracts, hardware, marketing materials, general office supplies)
• Coordinate supply orders and vendor requests for dealerships and service reps
• Ensure office equipment is properly maintained and serviced
• Keep the office area clean, tidy, and well‑organized
• Receive, sort, and distribute incoming mail
• Prepare and send outgoing mail and shipments
• Complete work‑related errands as needed

Education and Experience

• High School Diploma or equivalent
• Business college training an advantage
• Competent computer skills including MS Office and Google Drive
• Internet skills including use of e‑mails, group messaging and data collection

Equal Employment Opportunity

Spectrum affirms that inequality is detrimental to our employees, our customers, and the communities we serve. Our goal is to impact lasting change through our actions. Together, we unite for equality and equity. Spectrum is committed to equal opportunity regardless of any protected characteristic, including race, color, genetic information, creed, national origin, religion, sex, affectional or sexual orientation, gender identity or expression, lawful alien status, ancestry, age marital status, or protected veteran status and will not discriminate against anyone on the basis of disability. Our human capital is the most valuable asset we have. The collective sum of the individual differences, life experiences, knowledge, inventiveness, innovation, self‑expression, unique capabilities and talent that our employees invest in their work represents a significant part of not only our culture, but our reputation and company’s achievement as well. We support an inclusive workplace where employees excel based on personal merit, qualifications, ability, and job performance.

Position Type

Full‑time / Non‑exempt

Pay

$25 per hour ($52,000 annually)