Executive Assistant Job at DOWC in Parsippany

Company Description

DOWC is a leading provider of F&I (Finance and Insurance) partnership services in the automotive industry, offering a full suite of obligor and administrator services, top-of-the-line products, technology, and training. We understand the importance of leveraging process and technology in the F&I industry to drive revenue and ensure success. Our goal is to provide visibility, transparency, and the tools needed for our partners to build their wealth and achieve their goals. DOWC prides itself on taking care of its employees. We were voted NJ's Best Places to Work two years in a row, and we also offer award-winning products! All of our positions are fully on-site in Parsippany, NJ.

Job Overview:

The C-Suite Executive Assistant provides high-level administrative support to senior executives within the organization, ensuring the smooth operation of their daily activities and facilitating effective management of the executive office. This role demands exceptional organizational skills, discretion, and the ability to manage complex schedules and communications.

Key Responsibilities:

Executive Support:

• Manage and prioritize the executives calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and review correspondence, reports, and presentations, ensuring accuracy and professionalism.
• Screen and handle incoming communications, including phone calls, emails, and mail, and ensure timely follow-up.

Meeting Coordination:

• Organize and coordinate meetings, including preparing agendas, booking venues, and arranging catering if needed.
• Attend meetings, take detailed minutes, and track action items and follow-ups.
• Facilitate communication and coordination with internal and external stakeholders.

Travel and Logistics:

• Arrange complex travel itineraries, including flights, accommodations, and transportation, and ensure all arrangements align with the executives preferences and needs.
• Prepare travel documentation and manage travel expenses and reimbursements.

Project Management:

• Assist with special projects and initiatives as directed by the executive, including research, data collection, and coordination of project tasks.
• Monitor project progress and ensure deadlines are met.
• Conduct independent research on essential business needs.

Confidentiality and Discretion:

• Handle sensitive information with the utmost confidentiality and professionalism.
• Maintain discretion regarding executive matters and organizational issues.

Client and Stakeholder Relations:

• Serve as a liaison between the executive and clients, board members, and other key stakeholders.
• Foster and maintain positive relationships with external partners and internal teams.

Required Skills and Experience

• Bachelor's Degree required in Business Administration or related field
• Minimum of 3-5 years of experience as an executive assistant supporting C-Suite executives
• Legal experience strongly preferred
• Proficiency in Microsoft Excel, ability to create pivot tables and VLOOKUPS
• Strong organizational and multitasking abilities.
• Strong time management and project management skills
• Excellent customer service abilities and professional business acumen
• Ability to communicate with external and internal stakeholders on a daily basis
• Superior computer skills and proficiency with Microsoft Office Suite
• Experience with WestLaw legal software is highly preferred
• Excellent written and verbal communication skills.
• Ability to work independently

Come join our growing team here in Parsippany! As NJ's Best Places to Work Honoree for two years in a row, we offer:

• Competitive compensation
• Medical, Dental, Vision, 401k matching, Life Insurance, Medical Expense Card
• PTO and Sick Time
• Corporate events, team and culture building activities, employee awards and recognition, company trips and more!

DOWC is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, sexual orientation, gender identity, gender expression, genetic information, or any other characteristic protected by law. Applicants who require accommodation to participate in the job application process may contact us for assistance.