Administrative Assistant

Job Description

We are the movers of the world and the makers of the future. We get up every day, roll up our sleeves and build a better world together. At Ford, we're all a part of something bigger than ourselves. Are you ready to change the way the world moves?

Our Accessories and Personalization organization advances the Ford reputation as a visionary vehicle and mobility services company and helps deliver a trusted customer experience.

In this position...

This role requires an individual who is flexible, resilient, and uses good judgment. This individual must have a high level of integrity and discretion in handling highly confidential business and personal information. This individual must be professional, friendly, and welcoming when interacting with senior leaders across the globe. They should possess excellent time and data management skills to coordinate various email activities and meeting notices across time zones. They should be able to work independently and have a high standard for delivering quality results. They should adapt to change with a positive attitude, be a quick learner, and be self-motivated.

A successful candidate should have exceptional communication skills - both verbal 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 Company's structure and will need to develop working relationships with other assistants, executive leaders, and operations partners. The candidate 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.

Responsibilities

What you'll do...

Identifies the preferred method of support for the executive and appropriately accommodates their working style. Partners with the executive to help them be efficient and effective with their time, consistently maintaining strong communication.

Manages the executive's calendar and correspondence; resolves scheduling conflicts in a timely manner and keeps the executive informed of changes and updates.

Maintains, organizes, and archives Outlook calendar, communications, and folders as appropriate, keeping the executive well-organized and aligned to Company records and retention schedules.

Sorts, screens, and distributes incoming and outgoing mail for the executive. Highlights information of interest and / or curate reading material.

Participates as an adjunct member of the executive leadership team, including attending select meetings, taking notes, tracking assignments, and following up on assigned action items.

Willingness and flexibility to support across all North America and European time zones

Optimizes travel arrangements (e.g., transportation, accommodations, agenda, visa / passports) based on the executive's travel needs and preferences. Manages complex itineraries, including any changes. Completes related expense reports.

Assists the executive with preparing for meetings, including 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.

Assists with coordinating and managing meetings and events such as staff meetings, all-hands meetings, off-sites, team gatherings, etc., overseeing calendars, communication, technology, office space, logistics, and related follow-up activities.

Prepares, updates, and organizes information for inclusion in reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material.

Coordinates employee skip-level meetings and other interactions between executives and employees when appropriate.

Assists with special projects as needed.

Works well with remote employees in different time zones and countries, acknowledging the need for flexibility in scheduling.

Highly adaptable to the fast-paced work environment.

Ability to manage multiple projects at once and not easily feel overwhelmed.

A problem solver who anticipates the needs of the executive and team.

Handle correspondence, reports, and presentations, and may be responsible for maintaining databases and tracking project progress.

Work closely with stakeholders and team members to ensure that project goals are met on time

Qualifications

You'll have...

Bachelor's degree or equivalent preferred

3+ years of experience as an executive assistant or project manager

3+ years of Microsoft software experience (e.g., Outlook, SharePoint, OneDrive, PowerPoint, Word, Excel, and other related programs)

Even better, you may have...

Experience with Ford Organizations

Excellent writing, editing, and proofreading skills

Learns new software systems and products / cloud tools with ease

Responsive, self-starter; takes initiative in resolving issues or concerns

Detail-oriented, organized, and excellent time management skills

Displays a high degree of integrity and maintains confidentiality of sensitive information

Works well independently with minimal supervision

Ability to work collegially and collaboratively within a team environment in an open-concept office area

Comfortable interacting with all levels of the organization, from executive leadership to individual contributors

Ability to plan, prioritize, and support multiple assignments simultaneously

You may not check every box, or your experience may look a little different from what we've outlined, but if you think you can bring value to Ford Motor Company, we encourage you to apply!

As an established global company, we offer the benefit of choice. You can choose what your Ford future will look like : will your story span the globe, or keep you close to home? Will your career be a deep dive into what you love, or a series of new teams and new skills? Will you be a leader, a changemaker, a technical expert, a culture builder...or all of the above? No matter what you choose, we offer a work life that works for you, including :

• Immediate medical, dental, vision and prescription drug coverage
• Flexible family care days, paid parental leave, new parent ramp-up programs, subsidized back-up child care and more
• Family building benefits including adoption and surrogacy expense reimbursement, fertility treatments, and more
• Vehicle discount program for employees and family members and management leases
• Tuition assistance
• Established and active employee resource groups
• Paid time off for individual and team community service
• A generous schedule of paid holidays, including the week between Christmas and New Year's Day
• Paid time off and the option to purchase additional vacation time.

This position is a salary grade 5.

For more information on salary and benefits, click here : BENEFITS

Visa sponsorship is not available for this position.

Candidates for positions with Ford Motor Company must be legally authorized to work in the United States. Verification of employment eligibility will be required at the time of hire.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, disability status or protected veteran status. In the United States, if you need a reasonable accommodation for the online application process due to a disability, please call 1-888-336-0660.

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