Executive Assistant at Ford Global Career Site

Dearborn, Michigan, United States -

Full Time

Start Date

Immediate

Expiry Date

27 Jan, 26

Salary

0.0

Posted On

29 Oct, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Meeting Support, Communication Management, Travel Arrangements, Expense Management, Relationship Building, Project Support, Office Operations, Event Management, Confidentiality, Discretion, Microsoft Office Suite, Problem Solving, Attention to Detail, Technology Trends, Data Management, AI

Industry

Motor Vehicle Manufacturing

Description

1. Calendar Management: Manage the leader's demanding and complex calendar, including scheduling internal and external meetings across multiple time zones, managing conflicting priorities, coordinating with other executive offices and external partners, and ensuring optimal time utilization. 2. Meeting Support & Events: Schedule, manage attendees, and ensure the agenda and necessary materials are included and cascaded. This also includes ensuring that the technology or tech support is scheduled in support of a seamless meeting. Organizing events, from small executive offsites to multi-hundred-person internal conferences, should also be anticipated. 3. Communication Management: Act as a primary point of contact, screening and prioritizing incoming calls, emails, and correspondence. Liaise effectively with internal teams, other executives, external partners, and stakeholders. 4. Travel Arrangements & Expense Management: Coordinate intricate domestic and international travel arrangements (flights, hotels, ground transportation, visas), create detailed itineraries, and manage changes and logistics on the fly. Process expense reports accurately and in a timely manner, adhering to company policies. 5. Relationship Building: Cultivate strong working relationships with other Executive Assistants, leaders, Chiefs of Staff, team members, and external contacts to facilitate smooth operations and communications. 6. Project Support: Provide light project coordination or support on initiatives related to the leaders' priorities, in partnership with the leaders' Chiefs of Staff, which may involve tracking action items and coordinating input from various teams. 7. Office Operations & Support: Manage administrative tasks for the leaders' office, including ordering supplies, coordinating with facilities, and generally ensuring the smooth operation of the executive's immediate environment. 8. Event Management: Work with the leaders to build out the logistics required for onsite and offsite meetings and town halls. This includes working with leaders' Chiefs of Staff to organize events and order food and take care of the needs for the events. 9. External Board responsibilities: Work with external companies and JVs that the CTO is formal responsibility as a Ford representative - roles such as Board of Director, or Board of Director/Manager, or Advisory Board member by scheduling attendance to board meetings, voting materials, or follow-up schedules 10. Confidentiality & Discretion: Handle all matters, materials, and communications with the highest level of confidentiality, integrity, and professionalism. This is paramount in a C-suite support role dealing with strategic technology, data, AI, and analytics initiatives. 1. Calendar Management: Manage the leader's demanding and complex calendar, including scheduling internal and external meetings across multiple time zones, managing conflicting priorities, coordinating with other executive offices and external partners, and ensuring optimal time utilization. 2. Meeting Support & Events: Schedule, manage attendees, and ensure the agenda and necessary materials are included and cascaded. This also includes ensuring that the technology or tech support is scheduled in support of a seamless meeting. Organizing events, from small executive offsites to multi-hundred-person internal conferences, should also be anticipated. 3. Communication Management: Act as a primary point of contact, screening and prioritizing incoming calls, emails, and correspondence. Liaise effectively with internal teams, other executives, external partners, and stakeholders. 4. Travel Arrangements & Expense Management: Coordinate intricate domestic and international travel arrangements (flights, hotels, ground transportation, visas), create detailed itineraries, and manage changes and logistics on the fly. Process expense reports accurately and in a timely manner, adhering to company policies. 5. Relationship Building: Cultivate strong working relationships with other Executive Assistants, leaders, Chiefs of Staff, team members, and external contacts to facilitate smooth operations and communications. 6. Project Support: Provide light project coordination or support on initiatives related to the leaders' priorities, in partnership with the leaders' Chiefs of Staff, which may involve tracking action items and coordinating input from various teams. 7. Office Operations & Support: Manage administrative tasks for the leaders' office, including ordering supplies, coordinating with facilities, and generally ensuring the smooth operation of the executive's immediate environment. 8. Event Management: Work with the leaders to build out the logistics required for onsite and offsite meetings and town halls. This includes working with leaders' Chiefs of Staff to organize events and order food and take care of the needs for the events. 9. External Board responsibilities: Work with external companies and JVs that the CTO is formal responsibility as a Ford representative - roles such as Board of Director, or Board of Director/Manager, or Advisory Board member by scheduling attendance to board meetings, voting materials, or follow-up schedules 10. Confidentiality & Discretion: Handle all matters, materials, and communications with the highest level of confidentiality, integrity, and professionalism. This is paramount in a C-suite support role dealing with strategic technology, data, AI, and analytics initiatives. An Associate's or bachelor's degree in business administration, Communications, or a related field is strongly preferred. Experience: Minimum of 7+ years of progressive experience providing executive-level administrative support, with a significant portion supporting C-suite executives or Senior Vice Presidents in a large, complex organization (preferably global). Proven ability to handle confidential information with absolute discretion. Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Experience with collaboration tools (e.g., Teams, SharePoint) is a plus. Strong ability to work independently, prioritize tasks, and manage multiple projects simultaneously under pressure. Excellent problem-solving abilities and resourcefulness. Meticulous attention to detail and accuracy. Ability to adapt quickly to changing priorities and environments. Ability to anticipate needs and potential issues, taking initiative to resolve problems. Experience supporting an executive in a technology, data, or analytics-focused field. Familiarity with large corporate structures and navigating internal processes. A genuine interest in technology, data, or AI trends and how to leverage them to self-organize. Work Environment: The pace can be fast, and flexibility regarding occasional early mornings, late evenings, or weekend availability to support the leader's schedule or travel may be required

Responsibilities

The Executive Assistant will manage the leader's complex calendar, coordinate meetings, and support travel arrangements. Additionally, they will handle communication management and assist with project support and office operations.