Executive Assistant

Sales Executive Assistant

Carleton Place Ford

Carleton Place Ford is seeking a highly organized and detail-oriented Sales Executive Assistant to join our growing team.

Reporting to both the Sales Manager and General Manager, this position plays a critical role in supporting the sales department through deal administration, auditing, compliance, vehicle licensing, dealer trade coordination, and delivery support. The Sales Executive Assistant serves as a key administrative and compliance resource for the sales team, helping ensure every transaction is processed accurately, efficiently, and in accordance with dealership standards.

This is an excellent opportunity for someone who enjoys organization, thrives in a fast-paced environment, and takes pride in accuracy and attention to detail.

Key Responsibilities

Deal Administration & Auditing

• Audit vehicle deal files for accuracy and completeness
• Verify all required documentation, signatures, disclosures, and supporting documents are present
• Identify and resolve missing or incomplete paperwork
• Ensure deal files meet dealership and regulatory requirements prior to submission
• Maintain organized and accurate records
• Assist with sales compliance and internal process adherence

Vehicle Licensing & Delivery Support

• Process vehicle registrations and licensing documentation
• Prepare customer delivery packages
• Coordinate documentation required for vehicle deliveries
• Track sold vehicles through the delivery process
• Assist in creating a smooth and professional customer delivery experience

Dealer Trade & Sales Administration

• Coordinate paperwork related to dealer trades
• Assist with vehicle inventory administration and tracking
• Maintain sales reports and tracking documents
• Support month-end and year-end sales administration activities
• Assist with special projects and process improvement initiatives

Accountability & Compliance

• Monitor deal file quality and process compliance
• Work with sales consultants, finance managers, and management to resolve deficiencies
• Help ensure dealership procedures and standards are consistently followed
• Assist in maintaining accurate and complete records for audit and compliance purposes

What We're Looking For

The ideal candidate is highly organized, dependable, and takes ownership of their work. They are comfortable managing multiple priorities, learning new processes, and working with a high level of accuracy.

We're looking for someone who is proactive, detail-oriented, and takes pride in helping a team succeed. This role requires a strong commitment to organization, accountability, and continuous improvement.

Qualifications

• Valid Ontario Class G driver's licence with a clean driving record
• Exceptional attention to detail
• Strong organizational and time-management skills
• Ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills
• Strong computer skills, including Microsoft Office
• Ability to work independently and as part of a team
• Positive attitude and willingness to learn

Preferred Qualifications

• Previous administrative experience is considered an asset, but not required
• Previous automotive dealership experience is considered an asset, but not required
• Experience with vehicle licensing and registration is considered an asset
• Experience with dealership management systems such as PBS is considered an asset

Compensation & Benefits

• $19.00 – $25.00 per hour, based on experience
• Health and dental benefits
• Employee pricing on vehicles, parts, and service
• Ongoing training and development opportunities
• Opportunities for growth and advancement within the organization

Why Join Carleton Place Ford?

Carleton Place Ford is a customer-focused and growing dealership that values teamwork, professionalism, and continuous improvement. We believe in developing our people and providing opportunities for long-term career growth.

We are willing to train the right candidate. While experience is certainly valued, we are ultimately looking for someone with strong organizational skills, attention to detail, a positive attitude, and a desire to build a long-term career within the automotive industry.

If you're looking for an opportunity to become an important part of a high-performing team, we'd love to hear from you.

Apply today and join the team at Carleton Place Ford.