Senior Administrative Assistant

Capital Automotive Real Estate Services, Inc.; McLean (VA); On-site; USD 65,000 - 90,000; Full time

Job summary

Capital Automotive Real Estate Services, Inc. is seeking an experienced Administrative Assistant to support the President & COO and Acquisitions team. The role emphasizes detail orientation, reporting of LOIs, expense tracking, and Excel-based document management.

You will manage travel, calendars, meetings, LOI tracking in Salesforce, prepare board materials, assist with marketing collateral, and handle general office tasks. A strong MS Office and Salesforce background is preferred.

Qualifications

• Previous Administrative Assistant experience with strong organizational, written, verbal communication and computer skills required.

Responsibilities

• Book and manage travel arrangements – flights, hotels, ground transportation.
• Assist with calendar management.
• Review and reconcile expenses for report submission.
• Manage subscriptions and memberships.
• Ensure proper tracking of client and prospect meetings.
• Prepare hardcopy of select presentation materials (IC Memos, ECR, Interview packets).
• Assist with board book presentation data as it relates acquisitions updates.

Skills

MS Office Suite

Calendar management

Travel arrangements

Expense reconciliation

Salesforce experience

Tools

Microsoft Excel

PowerPoint

Outlook

OneNote

Job description

Support the President & COO, and the Acquisitions team members, with a keen attention to detail and strong organization skills. Manage the day-to-day administrative affairs of the Acquisitions department and ensure accurate reporting of team activity such as LOI issuance, event registration & attendance, call logs, and budget status. Strong understanding and utilization of the Microsoft suite including Excel, Word, and PowerPoint to manage internal templates, documents, and perform other advanced functions quickly, accurately, and efficiently. Manage multiple tasks with similar urgency by understanding prioritization and demonstrating flexibility. Other duties will include general office administration tasks, such as scanning, filing, copying, mailing, and printing.

Reporting Relationship: Office Manager

RESPONSIBILITIES

President & COO

• Book and manage travel arrangements – flights, hotels, ground transportation
• Assist with calendar management
• Review and reconcile expenses for report submission
• Manage subscriptions and memberships (Auto News, Banks Reports, AICPA, NADC, etc.)
• Ensure proper tracking of client and prospect meetings
• Prepare hardcopy of select presentation materials (IC Memos, ECR, Interview packets, etc.)
• Assist with board book presentation data as it relates acquisitions updates

Acquisitions Team

• Oversee team calendar; ensure detailed tracking of industry event functions and attendance. Have a good understanding of team whereabouts; travel, remote, scheduled time off.
• Manage team attendance at industry events; confirm and manage registrations and sponsorships, prepare and deliver marketing materials as needed, monitor and update budget, prepare invitations for co-sponsored dinners and events, research and coordinate reservations and contracts for restaurant and event locations.
• Attend team meetings and organize workload updates - weekly
• Manage Letter of Intent (LOI) distribution and tracking and ensure accurate records in Salesforce. Assist with deal summary preparation as requested
• Compile and produce Weekly, Monthly, and Quarterly Reports as directed to include LOI tracking, marketing budget, and membership tracking
• Assist with reconciliation and submission of expense reports as needed
• Assist with the development and updates of marketing material; prepare presentation materials as requested; manage and update master template
• Manage company website updates including Acquisition team members bios
• Prepare and post content, and track statistics on company LinkedIn account
• Assist with preparation of Investment Committee Memo
• Other duties as assigned

Office Operations

• Act as a back up to assist with day-to-day office operations to include receiving visitors, handling and referring telephone calls, accepting deliveries, distributing mail, sending overnight packages, maintaining office supplies, and overall tidiness of the office
• Contribute and actively participate in training sessions
• Assist with recruiting and onboarding new employees
• Maintenance of the electronic resource library and corporate templates
• Provide Notary services as needed

Qualifications/Requirements

Previous Administrative Assistant experience with strong organizational, written, verbal communication and computer skills required. Executive support is a plus. Candidate must have an ability to multi-task with keen attention to detail.

Strong Microsoft Office Suite skills (Word, PowerPoint, Outlook, One Note, and Excel), simple Web publishing, and Salesforce experience preferred. It will be important to have the ability to create charts and ad hoc reports

Why You Are Going to Love This Job

• Diverse Responsibilities: From managing schedules to supporting sales efforts, no two days are the same.
• Team Collaboration: Work closely with a dedicated team of professionals who are experts in their field.
• Growth Opportunities: Capital Automotive supports your career development with training and advancement opportunities.
• Innovative Environment: Be part of a company that continually adapts and evolves to meet the needs of the automotive retail industry.
• Impactful Work: Contribute to projects that directly support the growth and success of our clients

Capital Automotive offers comprehensive compensation and benefits, and a dynamic work environment that values excellence, teamwork, and professional growth.

About Us

Capital Automotive is truly a unique company that is invested in the development and personal growth of every employee. We have a collegial, open-door environment with significant learning opportunities. We offer competitive pay and benefits; a work from home policy that permits regular remote Fridays; additionally, the company currently provides paid parking and lunch at several delis/cafes in the immediate vicinity of the office.

Equal Opportunity Employer

Administrative assistant, executive assistant, administration, real estate, office assistant, automotive industry, office administration