• Administrative Assistant

    Job ID
    2019-1918
    Department
    Executive Suite
    Location
    Pasadena , CA
    Type
    Regular Full-Time
    Business Unit
    PRM Pasadena
    # of Openings
    1
  • Overview

    The mission of this position is to contribute to the success of Rusnak Automotive Group (the Company) by successfully providing administrative support to the executive team.

    Responsibilities

    Effectively and Efficiently Handles General Office Administration:

     

    • Promptly, professionally, and in a friendly manner, communicates with internal and external Clients, in-person and via telephone, to promote excellent Client relations and ensure the highest levels of Client satisfaction.
    • Determines purpose of client, vendor, visitor, visits/call and promptly seeks clarification; if request or objective is unclear, forwards Client/call to appropriate personnel or department while also providing an “introduction” to secondary personnel/call handler so that Client does not have to re-introduce themselves or the issue.
    • Creates corporate communications such as correspondence and reports as directed by Executive Office Manager and senior executives.
    • Audits and organization of corporate business records and reports as needed by Executive Office Manager and senior executives.
    • Maintains confidentiality of business and the President’s personal conversations, correspondence, reports, and records as appropriate.
    • Assists with filing of corporate records such as legal files, contact activities of senior executives, and calendar notices, meeting agendas, minutes, and resolutions as needed.
    • Serves as backup support for assisting visitors and callers when needed.
    • Answers telephones and takes messages for CEO, President/COO, and other senior executives.
    • Coordinates Certificate of Insurability (COI) documents and maintains accurate records.
    • Assists with logging, maintenance, and drafting general transmittal correspondence regarding legal documents received by Executive Office.
    • Assists Executive Office Manager by serving as a liaison between Corporate Office and outside counsel for gathering, locating, and transmitting legal documents.
    • Collects, maintains, monitors, and transmits all necessary documents, photos, forms, pertaining to company property damage; coordinates submission of documentation to carrier.
    • Assists Executive Office Manager with projects as needed.


    Provide Adequate Backup Support to Executive Receptionist:

    • Learns and maintains active working knowledge of the Executive Receptionist job duties: provides back-up support as required and in areas such as, but not limited to, communicating with internal and external Clients, in-person and via telephone on computerized switchboard; retrieving messages from computerized switchboard voice mail and forwarding to appropriate personnel; documenting/delivering messages or transferring calls to voice mail, when appropriate personnel are not available; carefully monitor visitor access and issuing passes when required; placing reminder calls prior to scheduled appointments as required.

    Qualifications

    • Required; H.S. Diploma/GED/ or Equivalent and (1) years’ experience in same/similar position with progressively responsible experience.
    •  Excellent interpersonal and customer service skills
    •  At least eighteen (18) years of age.
    •  Desired; Current California Driver License with satisfactory Department of Motor Vehicle driving record.

    Degree/Diploma

    High School Diploma/GED : General Education Required

    Licenses Required

    Valid CA Driver License

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