Executive Group Administrative Assistant, Human Resources job

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.