The Executive Assistant provides high-level administrative support primarily to the President of Bruckner's Truck & Equipment, with limited support to other members of Corporate Staff leadership and support as needed to the Vice President of Sales. This position helps relieve operational demands on the executive team through proactive coordination, project support, preparation of reports and spreadsheets, calendar management, and the organization of executive priorities. The role coordinates travel, meetings, and logistical arrangements for key programs including GM Meetings, BrucknerU, and Brucktime; serves as a trusted and professional point of contact; supports the corporate leadership reception area; and serves as backup to the Amarillo receptionist. The position requires excellent judgment, discretion, organization, and professionalism.
Provide proactive, confidential, and professional administrative support to the President, including correspondence, document preparation, meeting materials, follow-up items, and day-to-day coordination.
Manage and maintain the President's calendar; coordinate internal and external meetings, protect time for priorities, identify scheduling conflicts, and communicate changes promptly.
Coordinate travel for the President and as assigned, other Corporate Staff leaders, including air, hotel, ground transportation, itineraries, meeting schedules, and related changes or cancellations.
Plan and coordinate logistical arrangements for GM Meetings, BrucknerU, Brucktime, sales meetings, leadership meetings, and other company events, including venues, lodging, transportation, meals, invitations, materials, attendee communications, and on-site support.
Partner with internal departments, dealership locations, vendors, hotels, and event venues to ensure meetings and events are well organized, cost-conscious, and professionally executed.
Provide administrative and logistical support as needed to the Vice President of Sales, including meeting coordination, travel arrangements, communications, reports, and presentation materials.
Provide limited administrative support to other Corporate Staff leaders based on business priorities and direction from the President.
Serve as a professional first point of contact for visitors, callers, vendors, and employees seeking corporate leadership; greet guests, notify appropriate leaders, and assist with meeting-room readiness.
Provide backup coverage for the Amarillo receptionist, including answering and directing calls, welcoming visitors, receiving deliveries, and supporting front-office needs.
Prepare agendas, presentations, spreadsheets, reports, correspondence, and other materials; proofread for accuracy, clarity, and professional appearance.
Support special projects assigned by the President or other executives by coordinating activities, monitoring deadlines, gathering information, and communicating with appropriate stakeholders.
Gather, organize, analyze, and present information from company systems, dealership managers, internal departments, and original equipment manufacturers (OEMs) for executive reports, spreadsheets, presentations, and decision-making.
Coordinate conference rooms, technology, meals, and other resources for executive and Corporate Staff meetings; assist with capturing decisions and tracking follow-up items when requested.
Review and process invoices, expense reports, purchasing documentation, and event or travel charges in accordance with company procedures.
Maintain organized electronic and paper records, contact lists, itineraries, event files, and other administrative resources.
Handle confidential and sensitive information with sound judgment, discretion, and professionalism.
Anticipate needs, identify potential issues, and take appropriate action to keep executive priorities, meetings, travel, and events moving smoothly.
Perform other duties and special projects as assigned.
High school diploma or equivalent required. An associate or bachelor's degree in business administration, communications, hospitality, or a related field is preferred; directly applicable experience may be considered in place of a degree.
Five or more years of progressively responsible administrative support experience preferred, including experience supporting senior executives or Corporate leadership.
Demonstrated experience coordinating complex calendars, business travel, meetings, and events with multiple participants and competing priorities.
Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, internet-based tools, management information systems, and other current business applications; ability to build, manipulate, and produce accurate reports and spreadsheets.
Excellent written and verbal communication skills, with strong proofreading, grammar, and attention to detail.
Strong organizational, planning, time-management, and follow-through skills, with a sense of urgency; able to manage multiple responsibilities, prioritize effectively, work independently, and adjust quickly as business needs change.
Professional presence and customer-service orientation when interacting with executives, employees, customers, vendors, and visitors.
High degree of integrity and discretion in handling confidential business and personnel information.
Ability to exercise sound judgment, solve problems, and respond calmly and professionally in time-sensitive situations.
Commitment to consistently demonstrate and uphold Bruckner's core values in decisions, conduct, and interactions with others.
