Executive Assistant

Description

Executive Assistant to Global Director, Sustainability, Homologation and Compliance SG4

Job Description

At Ford Motor Company, we believe freedom of movement drives human progress. We also believe in providing you with the freedom to define and realize your dreams. With our incredible plans for the future of mobility, we have a wide variety of opportunities for you to accelerate your career potential as you help us define tomorrow’s transportation.

We are looking for a dynamic individual who is professional, caring, resourceful, and customer focused to provide support to our Global Director , Sustainability, Homologation & Compliance . This position is a great opportunity for candidates who are curious and open to learning new things.

This role requires an individual who is flexible, proactive, resilient, uses good judgement, inquisitive, has the courage to challenge the status quo, and is always looking for ways to better the business. This individual must have a high level of integrity and discretion in handling highly confidential business and personal information. He/she must be professional when interacting with senior leaders across the globe, but at the same time should be fun, energetic and enjoy the journey. This person should possess superb time and data management skills in order to coordinate various email activity and meeting notices. He/she should be able to work independently and have a high standard for delivering quality results. We are looking for someone who is self-motivated, adapts to change with a positive attitude, a quick learner, and has the confidence to ask for help.

The successful candidate should have exceptional communication skills – both verbally and written – complete all tasks in a timely manner, understand how to prioritize, and be a problem solver. The candidate will need to understand the basic company organization and will need to develop working relationships with other assistants, executive leaders, and operation partners. He/she will be a valued member of the team and should be open to learning about the business beyond the day-to-day activities of the role.

What you’ll be able to do:

• Identifies the preferred method of support for the executives and appropriately accommodates their working style. Partners with the executives to help them be efficient and effective with their time, consistently maintaining strong communication.
• Manages executive’s calendar and correspondence: Maintain/prioritize and organize Outlook calendar/folders. Keeps the executives informed of changes.
• Optimizes travel arrangements (transportation, accommodations, agenda) based on the executive’s travel needs and preferences. Manages complex itineraries, to include any changes. Complete related expense reports.
• Assists the executives with preparing for meetings, to include preparing materials, obtaining materials in advance, distributing materials, and keeping the executive on schedule. Obtains appropriate support for virtual attendees as well as various media needs and other logistics.
• Screen calls and respond to emails as needed.
• Greets and assists planned guests and manages unannounced visitors.
• Assists with coordinating and managing meetings and events such as staff meetings, all-hands meetings, off-sites, team gatherings, etc., overseeing all calendaring, communication, technology, logistics and related follow-up activities.
• Prepares, updates and organizes information for inclusion in team strategy rooms, reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format and arrangement of material.
• Coordinates and publish updates to departmental organization chart.
• Sorts, screens and distributes incoming and outgoing mail for the executives. May highlight particular information of interest and/or curate reading material.
• Participate as an adjunct member of the Executive’s leadership teams, including attending select meetings, taking notes, tracking assignments, and following up on assigned action items.
• Assists in keeping the executives well organized, to include online retrieval and archiving of documents as well as supporting the Company’s records and retention schedule.
• Coordinate employee skip-level meetings and other interactions between Executive and employees
• Facilitate coordination / collaboration with key support functions (i.e. HR, Finance, Business Office, etc.) to implement governance, distribute information, and progress the business
• Assists with special projects as needed.
  

The minimum requirements we seek:

• High School Diploma or GED
• 3+ years’ experience as an Executive Assistant supporting senior leadership and/or Project Management experience
• 3+ years’ of Microsoft software experience (Outlook, PowerPoint, Word, and Excel and other programs as required) as well as use of Internet/Web
  

Our preferred requirements:

• Bachelor’s degree (Communications or Business degree preferred)
• Proficient or willing to learn new technology (both hardware and software)
• Excellent writing, editing, and proofreading skills
• Ability to work independently with minimal supervision
• Ability to work collegially within a team environment in open concept office area
• Ability to plan, prioritize, and support multiple assignments and projects simultaneously
• Hands on approach and taking initiative in resolving issues/concerns
• Be able to have fun with a wonderful team and enjoy the journey