Executive Assistant

Job Description

Job Title: Executive Assistant                                                                                      Department: Executive Office / Human Resources

Reports to: The Executive Assistant reports to the HR Director on all day-to-day responsibilities, operational support, training, timekeeping, and time-off approvals. The role also works directly with the President & Owner and other executives as assigned for high-level executive support and special initiatives.

Effective Date: TBD

Job Summary:

The Executive Assistant is a full-time salaried position responsible for providing high-level, confidential support to the executive leadership team. This role ensures the smooth operation of executive functions by managing complex calendars, coordinating travel, preparing executive communications, and organizing key meetings and events. The Executive Assistant plays a vital role in supporting operational excellence, maintaining confidentiality, and ensuring compliance and deadline adherence.

This position requires exceptional organizational and communication skills, a high degree of discretion, professionalism, and a proactive mindset. While the Executive Assistant works directly with the President and executive team on high-level assignments and special initiatives, the position reports to the HR Director for day-to-day oversight, operational support, timekeeping, and time-off approvals. The Executive Assistant serves as a trusted liaison between leadership, internal teams, and external partners, ensuring priorities are executed efficiently and effectively in a dynamic and fast-paced environment.

This is an in-person role based at the Tony Group headquarters. The Executive Assistant will support Human Resources and assist with company-wide events and activities as needed. This position is also responsible for ensuring administrative records are organized, accessible, and maintained digitally whenever possible. A key part of this role is to minimize the use of manual or paper-based processes by implementing and upholding efficient digital workflows.

Job Responsibilities:

• Executive & Administrative Support
  • Provide executive-level administrative support to the President and executive team, as directed.
  • Report to the HR Director on day-to-day priorities, guidance, and task coordination while maintaining responsiveness to the needs of the executive leadership.
  • Manage calendars, prioritize meeting requests, and coordinate internal and external appointments.
  • Prepare, proofread, and manage written communications, including emails, letters, and official responses (e.g., BBB).
  • Ensure all communications and activities uphold a high standard of confidentiality and discretion.
• Travel & Event Coordination
  • Coordinate complex domestic and international travel for executives, including flights, lodging, and transportation.
  • Work with external vendors (e.g., JTB) to organize milestone events, including Presidents Club trips and 25-Year Associate recognitions.
  • Plan and support logistics for internal events such as Associate of the Month lunches and President’s Club dinners.
• Project & Compliance Coordination
  • Manage key projects including assistance with coordinating paperwork for promotional demo vehicles and related registration renewals.
  • Track and coordinate the renewal of Sales and Service Store Licenses with appropriate departments.
  • Ensure critical deadlines and compliance standards are met across administrative functions.
• Communication & Documentation
  • Draft executive-level correspondence and assist in creating internal reports, presentations, and meeting