Executive Administrative Assistant

Giles Volvo Cars; Lafayette (LA); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Competitive Pay

Insurance: Medical / Dental / Vision

Paid vacation

401(k) retirement option

Monday-Friday schedule

A Seat Close to the Action

Learn and grow with the company

Support of experienced management

Job summary

Giles Automotive Group in Lafayette, LA, is seeking an Executive Administrative Assistant to work alongside the President & CEO’s Office. You will own the numbers side of the operation, handling accounting, bookkeeping, scheduling, and travel coordination to keep the CEO’s office running smoothly.

This is a real role with real responsibility. You will manage QuickBooks data, payroll, invoices, and financial reports, while drafting correspondence, organizing files, and coordinating with senior

Qualifications

• Bachelor's degree preferred; degree in Accounting advantageous.
• 3+ years of administrative, bookkeeping, accounting, or executive support experience; 5+ years preferred.
• Proficiency with QuickBooks is required.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Proficiency with Adobe Acrobat.
• Experience supporting executives or senior management is strongly preferred.
• Detail-oriented with financial information, schedules, and confidential documents.

Responsibilities

• Maintain accurate financial records, including QuickBooks data entry, coding, and reconciliations.
• Process payroll and prepare quarterly payroll-related reports.
• Build and maintain Excel spreadsheets, reports, and tracking tools for the executive office.
• Process and route invoices, check requests, and supporting documentation.
• Research discrepancies and follow issues through to resolution.
• Maintain organized financial files and supporting documentation.
• Manage the CEO's calendar while coordinating with the Executive Assistant.
• Arrange detailed travel plans for the CEO and senior management; coordinate logistics.
• Draft correspondence, acknowledgment letters, and reports; handle confidential matters.
• Follow through on projects from start to finish and support efficient office operation.

Skills

Detail-oriented

Strong communicatIon

Highly organized

Independent

Education

Bachelor's degree preferred

Accounting degree advantageous

Tools

QuickBooks

Microsoft Office

Adobe Acrobat

Job description

Executive Administrative Assistant

Giles Automotive Group

WHAT'S GOING ON?

The work coming through the Office of the President & CEO has grown significantly. What once fit on one desk no longer does, so we're adding a second seat to the office. We're looking for someone to work side by side with our Executive Assistant, take ownership of the office's accounting and bookkeeping, and help keep the CEO's office running smoothly. This is not a fill-in or backup position. It's a real role with real responsibility. The person who joins us will have the opportunity to learn the business from the top down and become an important part of the executive office.

WHAT DO YOU GET?

• Competitive Pay. This is a full-time, salaried position.


• Insurance Benefit Options: Medical / Dental / Vision


• Paid vacation


• 401(k) retirement option


• Enjoy a Monday-Friday work schedule with weekends off


• A Seat Close to the Action


• Work directly alongside our Executive Assistant and gain a unique opportunity to learn the company from the inside out. This role offers room to grow as the company continues to expand.


• You will have the support of an experienced, award-winning management and staff team committed to serving our employees, customers, and community.

WHAT ARE WE SEARCHING FOR?

Reporting to the Executive Assistant to the President & CEO, this position provides direct support to the Office of the CEO, with a primary focus on accounting, bookkeeping, scheduling, and travel coordination. You'll own the numbers side of the operation. QuickBooks entries, expense reports, reconciliations, payroll, and reporting; while also managing schedules, travel plans, itineraries, and the many details that make meetings and trips run smoothly.

WHAT WILL YOU DO?

Accounting & Bookkeeping

• Maintain accurate financial records, including QuickBooks data entry, coding, and account reconciliations.


• Process payroll and prepare quarterly payroll-related reports.


• Build and maintain Excel spreadsheets, reports, and tracking tools used by the executive office.


• Process and route invoices, check requests, and supporting documentation.


• Research discrepancies and follow issues through to resolution.


• Maintain organized and accurate financial files and supporting documentation.

Scheduling & Travel

• Manage and protect the CEO's calendar while coordinating closely with the Executive Assistant.


• Arrange detailed travel plans and itineraries for the CEO and senior management, including transportation, lodging, meals, and agendas.


• Confirm meeting, travel, and logistical details in advance.


• Anticipate scheduling conflicts and resolve issues proactively.


• Keep the CEO informed of important appointments, deadlines, and changes.

Executive Office Support

• Serve as a professional and welcoming point of contact for internal and external constituents.


• Draft correspondence, acknowledgment letters, reports, and other documents as needed.


• Maintain organized, easily retrievable digital and physical files.


• Handle confidential and sensitive matters with complete discretion.


• Follow through on projects from start to finish, often under deadline pressure.


• Work closely with the Executive Assistant to ensure the Office of the CEO operates efficiently and professionally.

QUALIFICATIONS

• Bachelor's degree preferred. Candidates with a degree in Accounting will have a significant advantage.


• 3+ years of administrative, bookkeeping, accounting, or executive support experience; 5+ years preferred.


• Proficiency with QuickBooks is required.


• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.


• Proficiency with Adobe Acrobat.


• Demonstrated experience building and maintaining spreadsheets and reports in Excel.


• Experience supporting executives or senior management is strongly preferred.


• Strong in accounting and comfortable taking ownership of bookkeeping responsibilities and identifying and correcting errors independently.


• Highly organized, with the ability to prioritize and manage multiple tasks seamlessly.


• Detail-oriented, particularly when working with financial information, schedules, and confidential documents.


• A strong communicator with excellent written and verbal communication skills.


• Able to build positive relationships with senior management, employees, vendors, and outside partners.


• A proactive problem-solver who uses sound judgment and makes thoughtful decisions.


• Emotionally mature, dependable, and steady under pressure.


• Equally effective working independently and as part of a team.


• Trusted to handle confidential information with discretion.


• Comfortable adapting to changing priorities and competing demands.

WHO ARE WE?

We are Giles Automotive Group. We pride ourselves in living out our mission to be a "vehicle" that improves the lives of our employees, our customers, and our community. Our mission is more than a phrase or something we hang on our wall, it’s central to how we help you advance, not just in your career, but as a person. We are interested in discovering your strengths and helping you leverage them to reach your personal and professional goals. Ultimately, our mission is reflected in our contribution to the Acadiana Community, focused on building relationships and giving back.

WHAT'S NEXT?

Come work for a great company! If you're organized, good with numbers, enjoy serving people, and take pride in getting the details right, we want to hear from you. This is an opportunity to become an important part of the Office of the President & CEO and grow with a company that is proud to be a leader in the Acadiana community. We look forward to meeting you!