Executive/Operations Assistant

Located in Ballston Spa, NY

Salary: $22-26

Position Overview

We are seeking a highly organized, dependable, and versatile Executive / Operations Assistant to work directly with the owner and help support the day-to-day needs of a growing, multi-location business.

 

This is not a traditional desk-only administrative position. The ideal candidate will be someone who enjoys variety, takes initiative, solves problems, and is comfortable wearing multiple hats.

This company operates two locations with automotive repair operations as well as trailer sales. In addition, the owner is involved in other business interests, including real estate and racing. The person in this position will serve as a trusted right hand to the owner while also assisting wherever needed throughout the businesses.

No two days will necessarily look the same.

 

What You May Be Doing

Depending on the needs of the business, responsibilities may include:

• Providing administrative and executive support directly to the owner
• Working between both locations as needed
• Assisting customers at the front counter and by phone
• Acting as a service writer by helping automotive repair customers, gathering vehicle information, communicating repair needs, and coordinating with technicians
• Preparing invoices, processing paperwork, and maintaining accurate records
• Completing and/or coordinating DMV paperwork and vehicle/trailer documentation
• Entering and maintaining trailer inventory
• Assisting with ordering trailers and tracking incoming inventory
• Helping customers interested in purchasing trailers
• Meeting a trailer customer at the dealership on an occasional Saturday or Sunday when the owner isn’t avaialble
• Communicating with customers, vendors, suppliers, and other business contacts
• Ordering parts, supplies, or other materials as needed
• Scheduling appointments and helping coordinate the owner's calendar and priorities
• Handling follow-up calls, emails, paperwork, and other administrative tasks
• Running occasional business-related or personal errands for the owner
• Assisting with administrative needs related to the owner's other business interests, including real estate and racing
• Helping solve day-to-day issues before they require the owner's attention
• Stepping in wherever needed to keep the business organized and operating smoothly

Who We're Looking For

The right person will be someone who is:

• Highly dependable – If you say you're going to handle something, it gets handled.
• Organized – You can keep track of multiple priorities, customers, paperwork, and follow-ups.
• Adaptable – You're comfortable changing gears when the needs of the day change.
• Customer-focused – You communicate professionally and enjoy working with people.
• Self-directed – You don't need someone constantly telling you what to do next.
• Resourceful – When something needs to get done, you figure out how to get it done.
• Comfortable with responsibility – The owner needs someone he can trust with customers, business information, paperwork, money, and important tasks.
• A strong communicator – You can communicate effectively with the owner, employees, customers, vendors, and outside professionals.
• Willing to pitch in – This position requires someone who understands that supporting a small business sometimes means doing whatever reasonably needs to be done that day.

Preferred Experience

Previous experience in one or more of the following would be helpful:

• Executive Assistant or Personal Assistant
• Office Management
• Automotive Service Writing
• Automotive Dealership or Repair Shop
• Trailer, Equipment, Powersports, or Vehicle Sales
• Customer Service
• Invoicing / Bookkeeping Support
• DMV or vehicle registration paperwork
• Inventory Management
• Small Business Operations

Automotive or trailer experience is helpful, but attitude, reliability, organization, common sense, and the ability to learn may be even more important.

Schedule & Flexibility

The normal schedule will be Monday through Friday. However, this position requires some flexibility.

There may occasionally be a need to work on a Saturday—for example, meeting a customer who wants to purchase or pick up a trailer when the owner is unavailable.

The position will also require the ability to work at either  location, depending on the needs of the business that day.

 

Compensation

$22.00–$26.00 per hour, depending on experience and qualifications.

 

The Bottom Line

This position is best suited for someone who likes being the person others can count on.

One day you may be helping a customer at the service counter. The next you may be completing DMV paperwork, entering trailer inventory, preparing invoices, coordinating something for the owner, or handling an unexpected issue at the other location.

If you're looking for a highly structured position where every day and every responsibility is exactly the same, this probably isn't the right opportunity.

If you enjoy variety, responsibility, problem-solving, interacting with people, and becoming an important part of a small business, this could be an excellent fit.

 

Apply Now