Marketing Executive Assistant

Description

The Swope Family of Dealerships has locations throughout the Hardin County area and Louisville. Swope has been in the Hardin County area for over 70 years. We offer a competitive total compensation package for full-time employees including medical, dental, vision, paid time off, paid sick time, paid holidays, paid life insurance, 401(k) retirement plan with company matching, company paid disability insurance, discounted vehicle service repairs, maintenance work, and more! 

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the Swope Family of Dealership’s Marketing Department. The ideal candidate will be able to efficiently manage administrative tasks, coordinate schedules, and facilitate communication between internal and external stakeholders. This role requires a high level of  professionalism and the ability to handle sensitive information with confidentiality. 

The Executive Assistant will be responsible for:  

• Coordinate and manage the schedules of the Marketing Department, including scheduling meetings, appointments, and conference calls.
• Anticipate scheduling conflicts and proactively resolve them to ensure efficient use of time.
• Coordinate and manage the community events calendar.
• Arrange travel itineraries, including flights, accommodations, and ground transportation, for business trips and conferences.
• Prepare detailed travel agendas and ensure all necessary travel documents are organized and accessible.
• Serve as the primary point of contact for the Director of Marketing, screening and prioritizing incoming communications.
• Draft and prepare correspondence, emails, reports, and presentations on behalf of the executives.
• Coordinate and schedule internal and external meetings, ensuring all necessary resources are available and logistical details are handled.
• Prepare meeting agendas, take minutes, and distribute follow-up action items as needed.
• Assist with various marketing projects and initiatives, including research, data analysis, and presentation preparation.
• Collaborate with cross-functional teams to facilitate project coordination and execution.
• Handle administrative tasks such as expense reporting, invoice processing, and file management.
• Maintain organized electronic and physical filing systems, ensuring documents are easily accessible.
• Handle confidential information with the utmost discretion and professionalism.
• Maintain confidentiality in all interactions and communications, both internally and externally.

Requirements

• Proven experience as an executive assistant or similar role, supporting senior executives in a fast-paced environment.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong communication skills, both written and verbal, with a high level of professionalism.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to anticipate needs, exercise sound judgment, and work independently with minimal supervision.
• Discretion and confidentiality in handling sensitive information.
• Flexibility to adapt to hanging priorities and schedules.
• Must pass a pre-employment drug screen and background check.
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Benefits

• PTO available first of the month after 60 days of employment
• Paid Sick Time available first of the month after 60 days of employment
• Health Insurance
• HSA - Health Savings Account with company contribution
• 401K with Company Match
• Vision Insurance
• Dental Insurance
• Company Paid Basic Life Insurance & AD&D Insurance
• Supplemental life insurance
• Company Paid Short Term Disability
• Long Term Disability
• Critical illness and Accident Coverage
• Prepaid Legal Insurance
• Identity Theft Protection
• Discount Programs
• Referral Programs
• Employee Assistance Program
• Pet insurance
• Gym membership