Executive Assistant Job at Tetontoyota in Idaho Falls

Why Join Our Team Medical, Dental, and Vision Insurance 401(k) plan Paid Time Off (Vacation and Sick Leave) Employee vehicle purchase program Discounts on products and services Competitive compensation and benefits Long-term job security Growth opportunities Professional development opportunities Paid training Opportunities to contribute to meaningful organization initiatives Collaborative and supportive work environment Job Summary The Executive Assistant is a mid-level role designed to support the Executive Team and General Managers through operational organization, contract coordination, administrative execution, and culture alignment across our stores. This position serves as a central hub for information flow, meeting coordination, documentation accuracy, and cross-department project support. This role strengthens consistency, improves follow-through, and ensures operational clarity across the group. 1. Executive & Administrative Support Calendar management, meeting prep, agendas, and follow‑up tracking Executive meeting notes and action item accountability Travel coordination and event logistics Preparation of presentations, one‑pagers, and leadership communications Support in prioritizing executive workflow and communication flow 2. Operations Coordination Support operational projects across all rooftops and departments Maintain support staff recap sheets, shared documentation, and monthly reporting Assist with Strategic Initiative tracking and quarterly review materials Prepare agendas, supporting documents, and post‑meeting summaries for Support Staff Meetings Prepare agendas, supporting documents, and post‑meeting summaries for Manager Meetings Prepare agendas, supporting documents, and post‑meeting summaries for Partner/GM Meetings Prepare agendas, supporting documents, and post‑meeting summaries for Advisory Reviews Maintain organized digital systems, shared drives, naming conventions, and version tracking Assist with SOP development (non‑HR), operational guides, training materials, and formatting Coordinate internal roll‑outs, DMS‑related projects, and operational changes Track deadlines, deliverables, and multi‑department progress 3. Contracts & Compliance Support Initial review of vendor contracts for clarity, accuracy, and alignment Identify missing terms or inconsistencies and route for proper approval Maintain contract library, renewal dates, expirations, and rate information Prepare contract summaries or comparison sheets for executive decision‑making Support document organization for audits and internal compliance needs 4. Internal Culture, Communication & Alignment Draft and support internal communications, meeting recaps, and executive summaries Support culture‑building efforts within the organization Assist with planning for leadership development events, trainings, and internal workshops Maintain TAG branding standards across documents and presentations Serve as a culture carrier – modeling professionalism, clarity, and consistency 5. Foundational Support Tasks Document scanning, filing, and organizational upkeep Meeting room setup, Zoom coordination, technology checks Prepare packets, binders, labels, and materials for meetings or trainings Light data entry, spreadsheet formatting, and document prep Monitor basic supplies and operational materials as needed Qualifications and Skills Highly organized, proactive, and detail‑oriented Strong written communication skills and document mastery Comfortable reviewing contracts; paralegal background is a plus Positive, team‑first mindset with high confidentiality Previous administrative assistant experience Accounting experience is a plus but not required Skilled with Microsoft Office, Google Workspace, and digital systems Operates with humility, follow‑through, and Teton Auto Group‑level professionalism Strong ability to manage multiple priorities and deadlines in a fast‑paced environment Exceptional attention to accuracy, consistency, and version control across documents Comfortable supporting cross‑department communication and coordinating with multiple leadership levels Experience preparing agendas, summaries, and structured documentation preferred Ability to maintain professionalism and discretion when handling sensitive information Strong critical thinking and problem‑solving skills, especially when navigating incomplete information Comfort with learning new systems and adapting to evolving processes and technology tools Teton Auto Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Employment decisions are based on qualifications, merit, and business needs. We do not discriminate on the basis of race, color, religion, creed, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, marital status, genetic information, or any other status protected under applicable federal and state law. #J-18808-Ljbffr