The Senior Executive Administrative Assistant at JM Family Enterprises will provide high-level administrative and executive support to JM Family’s Chief Financial Officer and Chief Corporate Development Officer.
This role requires a highly independent, resourceful team player who is comfortable working in a dynamic environment, demonstrating flexibility, proactivity, and efficiency. The ideal candidate will flourish in managing sensitive information with discretion, coordinating complex schedules, and balancing multiple priorities.
Responsibilities:
Executive Support and Calendar Management
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Manage and maintain the bustling schedules of senior executives, including booking meetings, appointments, and coordinating high-volume travel arrangements (airfare, hotel, ground transit).
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Lead critical aspects of deliverables and special assignments by setting objectives, determining priorities, and managing time while gaining collaboration from others.
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Prepare and edit correspondence, presentations, and other documents, ensuring accuracy and professionalism.
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Handle all communications with professionalism, accuracy, and confidentiality across all levels of associates.
Administrative Coordination
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Independently manage various administrative tasks, including deconflicting active calendars with stakeholders, vendors, and partners.
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Draft and prepare confidential correspondence, screen calls, and manage emails, prioritizing time-sensitive messages and responding promptly.
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Coordinate and manage expenses and invoicing, including processing payments and renewals for subscriptions and invoices.
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Organize and maintain electronic files and records, supporting efficient access to information and documentation.
Meeting and Event Planning
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Plan, organize, and coordinate internal and external meetings, including preparing agendas, confirming technology needs, managing catering and logistics, and following up on action items.
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Support the planning and execution of company events and meetings, both onsite and offsite, interacting with event coordinators and attendees professionally.
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Book conference and meeting rooms, arrange room setups, and ensure all locations meet business needs.
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Prepare detailed travel itineraries and meeting agendas, research and register executives for conferences, and manage reservations and accommodations.
Stakeholder and Communication Management
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Serve as a liaison with internal and external stakeholders, ensuring smooth communication and collaboration.
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Manage external contacts by proactively identifying primary contacts, tracking periodic communication, and ensuring relationship management.
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Welcome visitors and respond to inquiries on behalf of the executive team and represent them with professionalism.
Cross-functional and Team Collaboration
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Assist with onboarding new team members and contractors, supporting systems access and hardware setup.
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Provide backup support to other executive assistants as needed to ensure seamless administrative coverage.
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Support vendor management tasks, including tracking renewals, coordinating payments, and maintaining relationships.
Qualifications:
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Bachelor’s degree preferred
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Minimum of 6 years supporting executives and/or multiple leaders.
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Proven experience supporting senior leadership with discretion and professionalism.
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Advanced proficiency in Outlook Calendar/Mail, OneDrive, Teams, and Microsoft Office Suite.
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Robust organizational skills, with the ability to prioritize multiple tasks while maintaining attention to detail.
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Excellent verbal and written communication skills; capable of drafting correspondence, proofreading, and maintaining organized e-filing systems.
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Demonstrated ability to work self-reliantly, adapt quickly, and solve problems with minimal direction.
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Experience in event and meeting planning, with a polished, professional demeanor and a team-oriented mindset.
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Flexibility to work in-office five days per week and provide overtime support as business needs dictate.
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This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of JM Family. All work arrangements are subject to associate performance, business need and manager discretion, and may be revised as necessary.
JM FAMILY IS PROUD TO BE AN EQUAL OPPORTUNITY EMPLOYER
JM Family Enterprises, Inc. is an Equal Employment Opportunity employer. We are committed to recruiting, hiring, retaining, and promoting qualified associates without regard to age, race, religion, color, gender, sex (including pregnancy, childbirth and related medical conditions), sexual orientation, gender identity, gender expression, mental or physical disability, national origin, marital status, citizenship, military status, genetic information, veteran status, or any other characteristic protected by federal, state, provincial, or local law.
DISABILITY ACCOMMODATIONS
If you have a disability and require a reasonable accommodation to complete the job application process, please contact JM Family’s Talent Acquisition department at [email protected] for assistance. If you have an accommodation request for one of our recruiting events, please notify us at least 72 hours prior so that we may provide assistance.
What We Do
JM Family Enterprises, Inc. was founded by automotive legend, Jim Moran in 1968. It is a privately held company with $16 billion in revenue and more than 4,500 associates. Rooted in automotive and united in its strong culture and core values, JM Family is in the business of helping other businesses succeed. As a long-term partner, it is invested in its companies, associates and its communities. Driven by exceptional performance, current subsidiaries are in the automotive, financial services and franchising industries. Its family of companies includes: Southeast Toyota Distributors, the world’s largest independent distributor of Toyota vehicles; JM&A Group, a company committed to improving automotive dealers’ performance by offering Finance & Insurance products and services, dealership training and consulting; World Omni Financial Corp. (dba Southeast Toyota Finance), a captive financial services company driven to delivering an exceptional dealership and customer experience for Toyota customers in the Southeast; JM Lexus, one of South Florida’s leading Lexus dealers; DataScan, a provider of solutions for wholesale asset financing and inventory risk management; and Home Franchise Concepts, a multi-brand franchise network consisting of Budget Blinds, Tailored Living featuring PremierGarage, Concrete Craft, AdvantaClean, Kitchen Tune-Up, Bath Tune-Up and Two Maids & A Mop.
JM Family has earned various awards for its culture, products and services, including 23 consecutive years on Fortune’s 100 Best Companies to Work For list.
