Job Title:  Administrative Assistant

Department: Administration   

Location: Richardson, TX

In Office or Remote: In-Office

Exempt/Non Exempt: Non Exempt

Reports to: Megan Huovinen

Effective Date:   December 2025

Job Summary/Description/Details:

The Administrative Assistant to Smart AutoCare will oversee day-to-day office operations, ensuring the organization operates efficiently and effectively. This role requires exceptional organizational skills, strong attention to detail, and the ability to be proactive and anticipate the office's needs.

Qualifications - Education and Experience

Education

High school diploma; preferred at least two years of college or an equivalent combination of education and experience.

Experience

Three years of related experience required.

Licensure, Certification, and/or Registration

Managing People?

☐ Yes – If so, which job titles? __________    ☒ No   ☐ N/A

Typical Positions Managed

N/A

Primary Job Functions – Duties and Responsibilities

Executive and Administrative Support

• Maintain a professional and welcoming office environment.
• Prepare conference rooms for meetings, ensuring supplies, equipment, and catering needs are met.
• Support internal teams with administrative tasks as needed.
• Handle confidential information with discretion.
• Coordinate meetings and maintain conference room calendars.
• Provide support for special projects and other tasks assigned.

Office & Facility Operations

• Assist with I-9 verification and related onboarding processes.
• Coordinate in-office special events, including employee food programs, client meetings, snacks, and celebrations.
• Manage all office purchasing and supply needs.
• Partner with Property Management to coordinate building repairs, cleaning, and daily facility operations.
• Serve as backup support for the warehouse mailroom as needed.

The above-cited duties and responsibilities describe the general nature and level of work performed by people assigned to the job. They are not intended to be an exhaustive list of all the duties and responsibilities that an incumbent may be expected or asked to perform.

• High school diploma required; an associate's degree in business administration or accounting is preferred.
• 3 years of Administrative Assistance or related experience required.
• Exceptional organizational and analytical skills; demonstrated ability to manage multiple tasks simultaneously and adapt to a changing environment.
• Ability to analyze, interpret, and prepare reports.
• Expert in Microsoft PowerPoint, Excel, Word, and Outlook.
• Excellent written and verbal communication skills with an emphasis on confidentiality, tact, and diplomacy.
• Ability to work with a team and independently.
• Strong time management skills.
• Experience working in the automotive warranty industry is a plus.