Executive Administrative Assistant

Job description

Here at Scout Motors, we're carrying forward the heritage of one of the most iconic American vehicles in history. A vehicle dating back to 1960. One that forged the path for future generations of rugged SUVs and trucks and will do so once again. But Scout is more than just a brand, it’s a legacy steeped in a culture of exploration, caretaking, and hard work. The Scout brand is all about respect. Respect for the past and the future by taking an iconic American brand that hasn’t been around for a while, electrifying it, digitizing it, and loading it with American innovation. Respect for communities by creating a company that stands for its people and its customers. Respect for both work and play, with vehicles that are equally at home at a camp site, a job site, or on a Tuesday commute. And respect for our customers by developing two powertrains that meet their requirements — an all-electric powertrain as well as the Harvester™ range extender powertrain which includes a built-in gas-powered generator with an estimated 500 miles of combined range. At Scout Motors, we empower our talented, inclusive, and entrepreneurial teams to innovate. What makes a Scout employee? Someone who is a visionary and a leader, who seeks new paths and shares lessons learned. A knowledgeable doer who collaborates across the company to build better. A go-getter with unrivaled passion. Join us at Scout Motors and be part of shaping the future of transportation. If you're ready to drive change and make history, apply now! Position Summary The Executive Administrative Assistant provides administrative support to the General Counsel (GC) and VP, Commercial Operations (VPCO). This role requires exceptional organizational skills, professional discretion, strong communication abilities, and the capability to manage complex schedules and priorities. The individual will serve as a key partner to both executives, enabling effective leadership and operational efficiency across the organization. What you’ll do Become part of an iconic brand that is set to revolutionize the electric pick-up truck & rugged SUV marketplace by achieving the following: Executive Support • Manage complex calendars for the GC and VPCO, including scheduling meetings (including team and committee/working group meetings), coordinating availability, resolving scheduling conflicts and triaging calls, meetings and engagements. • Handle travel arrangements, itineraries, and logistics for domestic and international travel. • Prepare, review, and edit documents, presentations, reports, and briefing materials. • Serve as the primary point of contact between the executives and internal/external stakeholders. Operational & Administrative Management • Maintain confidentiality and handle sensitive information with the highest degree of professionalism. • Assist with budget tracking, invoice processing, and expense reporting for both executives. • Monitor and manage incoming communications and correspondence, and prioritize items requiring executive attention. • Organize and maintain team documents and information on the company intranet and document systems. Office & Communication Coordination • Ensure timely and accurate communication between leadership and broader organization. • Draft professional emails, announcements, and internal communications as needed. • Coordinate and support execution of leadership and other meetings for the Legal and Commercial Operations Teams, including meeting attendance, logistics, special guest invitations, third party coordination, agenda creation, note-taking, and action-item follow-up. • Build strong working relationships across all levels of the company to facilitate effective collaboration. Location & Travel Expectations: • This role may be based out of the Scout Motors corporate headquarters in Charlotte, NC. • This role requires 4-5 days per week in the office, with regular in-person meetings and events. • Applicants should expect that the role will require the ability to convene with Scout colleagues in person and travel to participate in events on behalf of the company from time to time. • Travel: Occasional extended hours and travel may be required to support executive schedules, deadlines, or events. Valid driver's license required. What you’ll bring We expect all Scout employees to have integrity, curiosity, resourcefulness, and strive to exhibit a positive attitude, as well as a growth mindset. You’ll be comfortable with change and flexible in a fast-paced, high-growth environment. You’ll take a collaborative approach to achieve ambitious goals. Here's what else you'll bring: Required • 7+ years of experience supporting senior executives; C-suite support required. • Proven experience in a fast-paced, high-demand environment handling shifting priorities. • Exceptional organizational, time management, and multitasking skills. • Strong written and verbal communication abilities. • Proficiency in Microsoft 365 (Outlook, Teams, Excel, PowerPoint, SharePoint). • Ability to exercise sound judgment, maintain confidentiality, and operate with integrity. • Project coordination or project management experience. • Bachelor's degree or equivalent work experience. Key Competencies • Professionalism & Discretion • Executive Presence • Attention to Detail • Critical Thinking & Problem-Solving • Proactive Mindset • Relationship Building • Adaptability & Resilience What you'll gain The benefits of joining Scout include the chance to build products and a company from the ground up. This is a chance to create something new and lasting – with an iconic brand at its foundation. In addition, Scout provides competitive compensation and benefits to support your physical, mental, and financial wellbeing. Program specifics are detailed in company policies and employee benefit guides, select highlights: • Competitive insurance including: • Medical, dental, vision and income protection plans • 401(k) program with: • An employer match and immedia