Executive Assistant

Executive Assistant

The Executive Assistant provides high-level administrative, operational, and project coordination support to the SVPCIO 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 SVPCIO 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.