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Executive Group Administrative Assistant, Human Resources job

JM Family EnterprisesDeerfield Beach, FL
JM Family Enterprises jobs

Company

Skills

Company Description

JM Family Enterprises is a privately held company with $16 billion in revenue and more than 4,200 associates. It was founded by Jim Moran in 1968 and has a strong culture and core values. JM Family is in the business of helping others succeed and is investing in the companies, associates, and communities. The family of the company includes Southeast Toyota Distributors, JM&A, World Omni Financial Corp, and JM Lexus. JM Family has earned various awards for its culture, products, and services and served 23 years with Fortune's 100 Best Companies. JM Family is driven by exceptional Customer service as the employees of the company are reserve 24/7 in solving clients' problems.

Job Description

Overview

JM Family Enterprises, Inc. is one of the largest, most innovative and diversified companies in the automotive industry. JM Family has been on Fortune Magazine's Best Companies to Work For for 20 consecutive years. What started with Jim Moran's passion for selling cars continues today with the dedication and hard work of every JM Family associate. Our principal businesses focus on vehicle distribution and processing, finance and insurance, retail vehicle sales, and dealer technology services. At JM Family, our mission is to be the premier provider of quality products and services. We accomplish this mission by adhering to our core values, the three C's, the I and the A: Consideration, Cooperation, Communication, Innovation, and Accountability.

Job Description

The Executive Administrative Assistant will be experienced in handling a wide range of administrative and executive support-related tasks supporting the Human Resources executive leadership team.

The Executive Administrative Assistant will be a highly resourceful team-player, who is a quick learner and comfortable working in a fast-paced environment while remaining flexible, proactive, and efficient. The individual will have the ability to exercise good judgment in a variety of situations, readily apply knowledge to new and different situations, with strong written and verbal communication, administrative, event/project coordination and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Responsibilities will include:

* Manage extremely active calendars for 5 executives; complete expense reports; process invoices, maintain supplies, compose and prepare correspondence that is sometimes confidential; review outside mail; copy, scan and file documents; screen phone calls; maintain files; arranging detailed travel plans, itineraries, and agendas.
* Plan, organize and coordinate HR events and meetings which may include assessing locations, interacting with participants, material preparation, shipment, room setup, and note-taking.
* Coordinate internal moves including set up requests for hardware and systems access.
* Complete critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time; gaining the cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
* Participate in the facilitation of new hire orientation and activities as needed.
* Enhance the HR department reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
* Represent the HR function by welcoming visitors, arranging company dinners and other corporate functions; answering questions and meeting requests directed to the executive team.
* Manage external contacts; pro-actively understanding who they are, who the primary contacts are, and keeping track of periodic communication needed for primary contacts.
* Effectively handle all communication with all levels of associates with a high degree of professionalism, accuracy, and confidentiality.

Job Requirements

About You:

* Minimum 4 years of experience supporting executives and/or multiple leaders.
* Proficiency in Google Calendar/Mail/Docs/Drive; intermediate to advanced skills in Microsoft Word/Excel/PowerPoint.
* Previous and proven experience in meeting, event planning/organization.
* Demonstrated ability to work in ambiguity and with limited direction or oversight and to switch gears quickly.
* Excellent verbal and writing skills.
* Polished professional that has demonstrated the ability to work with a large associate group.
* The ability to think creatively and identify solutions where direction may not be given.
* Demonstrated success where personal results and accountability are evident.
* Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
* Outstanding sense of teamwork.
* Must be proficient in drafting correspondence, proofreading, and maintaining an organized e-filing system for correspondence, documents, and records.
* Must be able to manage projects and work assignments with minimal supervision and within deadlines.
* Ability to work overtime when needed due to business needs.

TASKS

  • Manage and maintain executives' schedules.
  • Make travel arrangements for executives.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.

SKILLS

  • Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
  • Active ListeningGiving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • WritingCommunicating effectively in writing as appropriate for the needs of the audience.
  • SpeakingTalking to others to convey information effectively.

KNOWLEDGE

  • Administration and ManagementKnowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • ClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Customer and Personal ServiceKnowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Computers and ElectronicsKnowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

JM Family Enterprises

Type

Company - Private

Size

Large

Revenue

Over $10B

Location

Multiple locations

Industry

Retail

Founded

1968

CEO

Colin Brown

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Senior Collections Representative - BankruptcyJM Family EnterprisesEarth City, MO
Overview Southeast Toyota Finance is the captive finance company for 177 Toyota dealers in Alabama, Florida, Georgia, North Carolina and South Carolina. The company offers a broad range of productsRead more
Executive Group Administrative Assistant, Human ResourcesJM Family EnterprisesDeerfield Beach, FL
Overview JM Family Enterprises, Inc. is one of the largest, most innovative and diversified companies in the automotive industry. JM Family has been on Fortune Magazine's Best Companies to Work ForRead more
ASSEMBLERJM Family EnterprisesJacksonville, FL
Southeast Toyota Distributors is the world’s largest independent distributor of Toyota vehicles . The company was established in 1968 when Jim Moran partnered with Toyota Motor Sales to help expandRead more
MateJM Family EnterprisesDeerfield Beach, FL
JM Family Enterprises, Inc . is one of the largest, most innovative and diversified companies in the automotive industry. JM Family has been on Fortune Magazine's Best Companies to Work For for 20Read more
Associate Data AnalystJM Family EnterprisesJacksonville, FL
Overview Southeast Toyota Distributors is the world\u2019s largest independent distributor of Toyotas. The company was established in 1968 when Jim Moran partnered with Toyota Motor Sales to helpRead more
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