• Sr Administrative Specialist

    Job Locations US-FL-Deerfield Beach
    Posted Date 1 month ago(5/25/2018 8:44 AM)
    Requisition ID
    2018-3283
    # of Openings
    1
    Job Family
    Administrative Support
  • 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

    Reporting directly to the Vice President, Corporate Services the Senior Administrative Assistant will be experienced in handling a wide range of administrative and executive support-related tasks, and should be able to work independently with little or no supervision.

     

    The Senior Administrative Assistant will be a highly resourceful team-player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

     

    Responsibilities will include:

    • A broad variety of administrative tasks for the Vice President, Corporate Services including; managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; copying, reviewing outside mail, scanning and filing documents, screening phone calls and visitors, updating Gmail  contacts, maintaining executive files, arranging detailed travel plans, itineraries, and agendas
    • Completes critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem solving; making adjustments to plans.
    • Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
    • Enhances Vice President, Corporate Services and company’s reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
    • Represents the Vice President, Corporate Services by welcoming visitors, arranging company dinners and other corporate functions; answering questions and meeting requests directed to the executive office.
    • Managing external contacts; proactively understanding who they are, who the primary contacts are, and keeping track of periodic communication needed for primary contacts.
    • Effectively handle all communications with a high degree of professionalism, accuracy and confidentiality.
    • Schedule internal moves; event planning and catering coordination.

    Job Requirements

    • Perform additional duties as assigned
    • Experience  supporting a VP-level fast paced executive
    • Excellent verbal and superior writing and report presentation skills
    • Polished professional that has demonstrated the ability to handle confidential information
    • 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
    • Strong sense of teamwork
    • Exceptional knowledge of Microsoft Word, Google Calendar and Email. Working knowledge of Excel and PowerPoint a plus.
    • Must be proficient in drafting correspondence, proofreading, and maintaining an organized e-filing system for correspondence, documents and records.
    • Knowledge of the FM Systems Facilities Management Tool, Netsuite Invoice processing and Ariba Procurement solution a plus.
    • 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.

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