The Executive Assistant provides high-level administrative, operational, and project coordination support to the SVP–CIO and ITS CFO. This role requires exceptional organization, sound judgment, discretion, and the ability to manage competing priorities in a fast-paced executive environment. The ideal candidate will be proactive, collaborative, and comfortable partnering with senior leaders, executive assistants, internal teams, vendors, and external stakeholders to ensure smooth day-to-day operations.
This position is an important partner to Information Technology Services leadership and helps ensure executives, teams, vendors, and business partners remain aligned and supported. The role is best suited for someone who enjoys being highly organized, building strong relationships, solving problems, and contributing to a collaborative executive support environment.
Responsibilities:
Manage and maintain complex executive calendars for the SVP–CIO and ITS CFO and others, including scheduling meetings, appointments, travel, and related logistics.
Coordinate renovations, maintenance activities, and moves for the 500 Building, partnering with the JM Design Team, furniture vendors, facilities, and related stakeholders.
Support the planning and execution of ITS meetings, events, and other department activities, including coordination with facilities and catering teams.
Coordinate specific travel arrangements and trips in partnership with Aviation and Marine departments, ensuring plans are accurate, timely, and well organized.
Manage expense reporting, invoice processing, office supply ordering, and breakroom supply needs.
Prepare, edit, and format correspondence, presentations, reports, spreadsheets, communications, and other business documents.
Handle confidential and sensitive information with discretion, professionalism, and sound judgment.
Serve as a liaison with internal and external stakeholders to support effective communication, collaboration, and follow-through.
Partner closely with EMT administrative professionals, ITS vice presidents, and their teams to support executive priorities and department operations.
Maintain organized electronic files, records, and documentation to support efficient access to information.
Provide backup coverage for other ITS executive assistants as needed.
Build and maintain positive working relationships with vendors, outside companies, and partner organizations connected to executive and department priorities.
Qualifications:
Prior experience supporting senior executives, preferably in a corporate, technology, finance, or operations environment.
Strong calendar management, travel coordination, meeting logistics, and administrative support skills.
Experience coordinating office renovations, moves, facilities requests, or vendor-supported projects.
Experience supporting executive events, meetings, catering coordination, or cross-functional logistics.
Excellent written and verbal communication skills, with the ability to prepare polished executive-level materials.
High level of professionalism, discretion, and confidentiality.
Strong organizational skills with the ability to prioritize, anticipate needs, and manage multiple deadlines.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
Ability to work collaboratively with executive assistants, senior leaders, internal teams, vendors, and external partners.
We are looking for someone who is problem-solving and takes initiative. We need a detail-oriented person who focuses on finding solutions.
Comfort working in a fast-paced environment where priorities may shift quickly.
Positive, service-oriented approach and strong relationship-building skills.
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 any characteristic protected by law – whether actual or perceived – including race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, related medical conditions and lactation), gender identity gender expression, sexual orientation, marital status, military service, veteran status, disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable 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.
Skills Required
- Prior experience supporting senior executives, preferably in a corporate, technology, finance, or operations environment
- Strong calendar management, travel coordination, meeting logistics, and administrative support skills
- Experience coordinating office renovations, moves, facilities requests, or vendor-supported projects
- Experience supporting executive events, meetings, catering coordination, or cross-functional logistics
- Excellent written and verbal communication skills, including preparation of polished executive-level materials
- Professionalism, discretion, and confidentiality
- Strong organizational skills with the ability to prioritize, anticipate needs, and manage multiple deadlines
- Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
- Ability to collaborate with executive assistants, senior leaders, internal teams, vendors, and external partners
- Problem-solving ability and initiative
- Comfort working in a fast-paced environment with shifting priorities
- Positive, service-oriented approach and strong relationship-building skills
JM Family Enterprises, Inc. Compensation & Benefits Highlights
The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about JM Family Enterprises, Inc. and has not been reviewed or approved by JM Family Enterprises, Inc..
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Strong & Reliable Incentives — Bonuses and profit sharing are positioned as meaningful parts of total compensation and are provided when the company performs well. Annual incentive programs further augment cash compensation.
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Healthcare Strength — Comprehensive medical, dental and vision coverage is paired with wellness incentives and onsite Health & Wellness Centers at major locations. Onsite fitness facilities and access to company clinicians reduce barriers to care.
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Retirement Support — A robust retirement suite includes a 401(k) with company contributions, profit sharing, and references to a pension program for some roles. These long‑term programs enhance overall financial security beyond base pay.
JM Family Enterprises, Inc. Insights
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.
