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Group 1 Automotive · 1 day ago

Executive Assistant - Legal

Houston, TX

Full-time

Onsite

Senior Level

5+ years exp

Group 1 Automotive is seeking an Executive Assistant to provide high-level administrative support to their Legal leadership. The role involves managing calendars and workflows, coordinating department initiatives, and handling sensitive information with discretion.

AutomotiveRetailSales

Responsibilities

Manage calendars, meetings, travel, and expenses for both leaders

Prepare and format executive-ready materials for internal and external meetings

Maintain document and approval systems with timely routing and version control

Track deadlines and deliverables across both departments

Plan department meetings, offsites, events, and special projects, with agendas, materials, logistics, and follow-up

Handle sensitive, confidential, and privileged information with discretion

Manage legal intake, meeting coordination, and deadlines for matters, governance, and regulatory calendars

Coordinate contract intake, tracking, routing, signature, and repositories; assist with templates

Prepare and maintain agendas, minutes, and action logs with proper version control and confidentiality

Coordinate outside counsel scheduling, engagements, onboarding, and invoices per billing processes

Act as a hub for cross-functional communications with clear owners, timelines, and expectations

Anticipate needs, resolve issues, and escalate prioritization conflicts when needed

Qualification

Calendar managementMicrosoft OfficeConfidential information handlingExecutive supportCommunication skillsProactive mindsetRelationship-buildingProblem-solvingDetail-oriented

Required

Bachelor's degree in business administration, communications, or a related discipline; equivalent experience will be considered

Minimum of 5 years of experience supporting senior or executive leaders in a fast-paced corporate environment; experience supporting more than one executive or function simultaneously is strongly preferred

Demonstrated ability to manage multiple complex calendars, prioritize competing demands, and execute against tight deadlines

Excellent written and verbal communication skills, with the ability to draft clear correspondence and produce executive-ready presentations and documents

High level of discretion and sound judgment, with proven experience handling confidential and, where applicable, privileged information

Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel) and collaboration tools (e.g., Teams, Zoom); familiarity with AI, as well as contract or document management tools and e-billing platforms is a plus

Strong relationship-building skills and a service-oriented mindset; able to work effectively with senior leaders, cross-functional stakeholders, and external partners

Proactive, resourceful, and detail-oriented, with strong problem-solving skills and the ability to operate independently