Job Description

Position Summary:

The Executive Project Manager plays a vital role in supporting the General Manager (GM) in the daily operations of a high-volume sales and service dealership. This individual must be proactive, detail-oriented, and capable of managing multiple tasks efficiently while maintaining the highest level of professionalism and confidentiality.

Serving as a key liaison between the GM, department heads, and other stakeholders, this position ensures operational efficiency and supports executive-level initiatives. Additionally, the Executive Project Manager will contribute to special projects in collaboration with the Corporate Legal team and other departments as needed.

Compensation:

• Hourly Wage: $18.00/hour (bi-weekly pay schedule)
• Hours: Up to 25 hours per week (part-time; not eligible for benefits)
• Overtime: Paid for hours exceeding 40 hours/week, with prior GM approval

Key Responsibilities:

1. Administrative Support

• Manage and maintain the GM’s calendar, including scheduling meetings and appointments
• Prepare and edit professional correspondence, reports, and presentations
• Manage GM’s communication channels—email, phone, and mail—ensuring timely responses
• Organize and maintain digital and physical files and documentation

2. Meeting Coordination

• Schedule and organize meetings; prepare agendas, take minutes, and track follow-ups
• Coordinate with departments to ensure relevant information is communicated efficiently

3. Communication

• Act as a liaison between the GM and internal/external stakeholders
• Draft and distribute announcements, memos, and internal communications
• Assist in compiling internal newsletters and update reports

4. Project Management

• Track and manage GM-led projects, ensuring progress aligns with deadlines and goals
• Provide project updates and strategic insights to the GM

5. Event Planning

• Coordinate logistics for events, including staff meetings and dealership training
• Manage venue selection, scheduling, and attendee communication

6. Confidentiality & Discretion

• Handle sensitive information with the utmost confidentiality and integrity
• Ensure communications reflect the professionalism of the dealership

7. Dealership Operations Support

• Monitor operational metrics and report key insights to the GM
• Assist in managing escalated customer relations issues

8. General Office Duties

• Maintain office inventory and ensure a clean, organized work environment
• Perform general administrative tasks as directed by the GM

Required Skills & Qualifications:

• Strong organizational and time management abilities
• Excellent verbal and written communication skills
• High attention to detail and accuracy
• Ability to work independently with minimal supervision
• Professional demeanor and appearance

Performance Expectations:

1. Professionalism: Represent the dealership’s standards and values in all interactions
2. Confidentiality: Exercise sound judgment and discretion with sensitive data
3. Proactivity: Anticipate GM needs and take initiative in problem-solving
4. Flexibility: Adapt to shifting priorities and responsibilities
5. Customer Focus: Commit to delivering outstanding service and support
6. Team Collaboration: Work closely with colleagues to achieve shared goals

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