Executive Assistant

Executive Assistant

Company: HNS Recovery

Industry: Automotive Repossession & Recovery

Department: Executive Administration

Reports To: Chief Executive Officer (CEO) / Executive Leadership

Employment Type: Full-Time

Position Summary

HNS Recovery is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide high-level administrative and operational support to executive leadership. This position plays a critical role in coordinating daily business activities, managing executive schedules, preparing reports, monitoring operational performance, and ensuring effective communication between departments. The ideal candidate must demonstrate exceptional organizational skills, discretion, professionalism, and the ability to multitask in a fast-paced repossession and recovery environment while handling confidential company information.

Key Responsibilities

Executive & Administrative Support

• Manage executive calendars, appointments, meetings, and scheduling priorities.
• Coordinate communications between executive leadership, department managers, employees, and external business partners.
• Prepare professional correspondence, presentations, reports, and internal communications.
• Organize meetings, prepare agendas, document meeting minutes, and track action items.
• Maintain confidential executive records, employee information, and company documentation.
• Anticipate executive needs and proactively address administrative and operational priorities.

Operational Reporting & Performance Monitoring

• Compile and maintain daily, weekly, and monthly operational performance reports.
• Monitor key performance indicators (KPIs) for repossession agents, LPR drivers, dispatch, and other departments.
• Assist leadership in tracking vehicle recoveries, LPR scans, productivity, and operational efficiency.
• Maintain management dashboards, spreadsheets, and performance tracking tools.
• Follow up with department managers regarding outstanding assignments, deadlines, and reporting requirements.
• Identify reporting discrepancies and escalate operational concerns to management.

Department Coordination & Communication

• Serve as a central point of communication between executive leadership and department managers.
• Coordinate administrative activities across multiple company locations and markets.
• Track departmental projects, operational initiatives, and assigned responsibilities.
• Ensure timely submission of required reports, documentation, and management updates.
• Assist with implementing company procedures, operational improvements, and executive directives.

Records Management & Special Projects

• Maintain accurate company records, contracts, vehicle documentation, and other administrative files.
• Assist with fleet documentation, vehicle registrations, and administrative compliance tracking.
• Support executive leadership with special projects, research, and business initiatives.
• Coordinate with HR, accounting, operations, and legal departments as needed.
• Maintain organized digital filing systems and ensure sensitive information is properly safeguarded.

Qualifications & Requirements

• Minimum 3 years of experience as an Executive Assistant, Administrative Manager, or similar professional role preferred.
• Experience supporting senior executives or business owners strongly preferred.
• Excellent organizational, time management, and multitasking abilities.
• Advanced proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
• Strong written and verbal communication skills.
• Ability to prepare and analyze reports, spreadsheets, and operational data.
• High level of professionalism, confidentiality, and sound judgment.
• Ability to work independently, prioritize competing deadlines, and adapt to changing business needs.
• Strong problem-solving skills and attention to detail.
• Experience in automotive repossession, transportation, logistics, or fleet operations is a plus.
• Familiarity with Clearplan, RDN, Verizon Connect, or similar operational systems is beneficial.

Ideal Candidate

The successful candidate is a dependable, resourceful, and highly motivated professional who thrives in a fast-paced environment. This individual must be comfortable working directly with executive leadership, managing multiple priorities, holding departments accountable for reporting deadlines, and ensuring that critical business activities remain organized and on schedule.

Performance Expectations

Success in this position will be measured by:

• Accuracy and timeliness of executive and operational reports.
• Effective management of executive schedules and administrative priorities.
• Timely completion and follow-up of assigned projects.
• Strong communication and coordination between departments.
• Accuracy, organization, and confidentiality of company records.
• Ability to proactively identify administrative inefficiencies and recommend improvements.

Equal Employment Opportunity

HNS Recovery is an Equal Opportunity Employer committed to providing a professional workplace. Employment decisions are made based on qualifications, performance, business needs, and applicable laws.

Disclaimer: This job description outlines the general responsibilities and expectations of the position and is not intended to be an exhaustive list of duties. Responsibilities may be modified based on operational needs.