Senior Administrative Assistant

Rite Corporation; McLean (VA); On-site; USD 50,000 - 70,000; Full time

Job summary

Capital Automotive Real Estate Services in McLean, VA is seeking an experienced Administrative Assistant/Office Manager to support the President & COO and the Acquisitions team. You will manage day-to-day administrative tasks, coordinate travel, calendar activities, and ensure accurate reporting of LOIs, meetings, and budgets.

The role requires strong Microsoft Office skills, comfort with Salesforce, and the ability to produce ad hoc reports and charts.

Qualifications

• Previous Administrative Assistant experience with strong organizational, written, verbal communication and computer skills required.
• Executive support is a plus.
• Ability to multi-task with keen attention to detail and proficiency in MS Office and Salesforce.

Responsibilities

• Book and manage travel arrangements for executives.
• 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 presentation materials and assist with board data as it relates acquisitions updates.
• Oversee team calendar, event attendance, and sponsor coordination.
• Attend team meetings and organize workload updates weekly.
• Manage LOI distribution and Salesforce records; assist with deal summaries.
• Produce weekly, monthly, and quarterly reports including LOI tracking and budgets.
• Assist with expense report reconciliation and marketing material updates.
• Maintain company website updates and bios for Acquisition team members.
• Prepare and post content, track LinkedIn statistics.
• Assist with Investment Committee Memo preparation.
• Provide Notary services as needed; support recruiting/onboarding.

Skills

Executive support

Multi-tasking

Attention to detail

Written communication

Verbal communication

Tools

Microsoft Office Suite

Salesforce

Web publishing

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

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.

Capital Automotive Real Estate Services

Equal Opportunity Employer