Executive Assistant

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.

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?

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.

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.