Experienced Executive Assistant Job at Parks of Gainesville in Gainesville
Parks of Gainesville, Gainesville, FL, United States, 32635
Job Title: Executive Assistant to General Manager
Location: Parks Motor Group ofGainesville, FL
Employment Type: Full-Time, On-Site (with some flexibility)
About the Role
We are seeking an experienced, highly capable Executive Assistant to support a fast-paced General Manager and other management. This role is not just calendaring and answering phones. The Executive Assistant will think several steps ahead, protect the executive’s time, and act as a central hub for communication and follow-through across the organization.
The ideal candidate is sharp, organized, direct, and comfortable operating in a high-expectation environment. You must be able to manage details without losing sight of the big picture, and you must be comfortable handling confidential information with absolute discretion. A Non-Disclosure Agreement (NDA) will be required.
Key Responsibilities
Executive Support & Prioritization
Manage a dynamic and frequently changing calendar, including meetings, calls, deadlines, travel, and select commitments.
Prioritize requests for the GM’s time and attention, ensuring focus on the highest-impact activities.
Prepare the GM for meetings with agendas, briefing materials, key data, and clear desired outcomes.
Attend key meetings as needed, take notes, track action items, and follow up to ensure completion.
Operations & Project Coordination
Coordinate communication and follow-up with department leaders and key players.
Assist with special projects, including research, task tracking, timelines, and reporting.
Draft, edit, and format documents, presentations, and reports using Microsoft Word/Docs, Excel/Sheets, and PowerPoint/Slides. Must be extremely proficient in these documents.
Help build and maintain systems, processes, and organization for documents, information, and workflows.
Communication & Gatekeeping
Serve as a professional, tactful gatekeeper, protecting the GM's time while maintaining strong relationships.
Draft clear, concise, and professional emails and messages, sometimes as the GM’s voice.
Coordinate and schedule calls and meetings with internal staff, external partners, vendors, and VIP contacts.
Logistics & Personal Support (as needed)
Arrange travel, including flights, hotels, ground transportation, and detailed itineraries.
Assist with select personal logistics that impact the executive’s availability and focus (appointments, reservations, etc.).
Qualifications
Required:
Experience as an Executive Assistant supporting a corporate level executive, business owner, or senior leader.
Experience in a fast-paced, high-accountability environment (growth company, sales-driven business, multi-location or similar).
Strong proficiency with:
Email and calendar tools (Outlook or Gmail)
Microsoft Office and/or Google Workspace (Word/Docs, Excel/Sheets, PowerPoint/Slides)
Basic project/task tools
Exceptional written and verbal communication skills.
High level of professionalism, confidentiality, and discretion.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
Self-starter with a sense of ownership; able to anticipate needs and solve problems with minimal direction.
Thick skin and low ego; comfortable with direct feedback and high expectations.
Preferred:
Experience in a sales-centric, automotive, retail, or multi-location business environment.
Experience managing both business and limited personal support for a busy executive.
Comfort with basic business metrics and reviewing simple financial/operational reports.
What Success Looks Like
The GM’s calendar reflects strategic priorities, not just incoming requests.
The GM arrives to meetings fully prepared, with no surprises.
Routine issues and noise are handled before they ever reach the executive.
Projects and tasks move forward consistently because follow-up is tight and organized.
Internal and external stakeholders view you as an organized, reliable, and highly professional point of contact.
Compensation & Benefits
Competitive salary commensurate with experience: $36,000 – $48,000 base.
Performance-based bonus potential.
Benefits package may include: [medical, dental, vision, 401(k), paid time off, etc.].
Standard schedule: [e.g., Monday–Friday, 8:30 a.m.–5:30 p.m.], with some after-hours responsiveness as needed.
How to Apply
Please apply through this posting and include:
Your resume.
A brief note describing a time you helped an executive avoid a major problem or significantly improved their efficiency.
An example of a system or process you created that made your executive’s life easier.