Executive Assistant at Ford Motor Company in Dearborn, MI, United States

Job description

• 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.
• The 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.
• *** Applicants must have experience operating within large-scale organizations (2,000+ employees) with direct experience supporting C-suite executives such as the CHRO, COO, or CEO.
• 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!

Responsibilities

• What you'll do…
• Identifies the preferred method of support for the Executive Leader and appropriately accommodates their working style. Partners with the Executive Leader to help them be efficient and effective with their time, consistently maintaining strong communication.
• Manages the Executive Leader’s calendar and correspondence; resolves scheduling conflicts in a timely manner and keeps the Executive Leader informed of changes and updates.
• Maintains, organizes, and archives Outlook calendar, communications, and folders as appropriate, keeping the Executive Leader well-organized and aligned to Company records and retention schedules.
• Sorts, screens, and distributes incoming and outgoing mail for the Executive Leader. Highlights information of interest and/or curates reading material.
• Optimizes travel arrangements (e.g., transportation, accommodations, agenda, visa/passports) based on the Executive Leader’s travel needs and preferences. Manages complex itineraries, including any changes. Completes related expense reports.
• Assists the Executive Leader with preparing for meetings, including preparing materials, obtaining materials in advance, distributing materials, and keeping the Executive Leader on schedule. Obtains appropriate support for virtual attendees as well as various media needs and other logistics.
• Screens incoming calls and responds 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, HR Live Chats, 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.
• Participates as an adjunct member of the Executive Leader’s leadership team, including attending select meetings, taking notes, tracking assignments, and following up on assigned action items.
• Coordinates employee skip-level meetings and other interactions between executives and employees when appropriate.
• Assists with special projects as needed.

Requirements

• You'll have...
• High school diploma or GED.
• 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).
• Bachelor's degree or professional associate’s degree.
• 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.
• Willingness and flexibility to support across all North America time zones.

Skills

Required

• Time and data management
• Communication (verbal and written)
• Prioritization
• Problem-solving
• Independence
• High integrity and discretion
• Professionalism
• Flexibility and resilience
• Quick learner
• Self-motivated

Preferred

• Responsive, self-starter
• Detail-oriented, organized
• Time management
• Integrity and confidentiality
• Independent work
• Team collaboration
• Flexibility across time zones

Benefits

• 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 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 6 and ranges from $72,480-121,440.
• Final determination of salary grade will be based on candidate's skills and experience, and base salary will be set within the applicable range according to job scope, responsibility and competitive market value.
• For more information on salary and benefits, click here: New Hire Benefits