Hybrid Executive Administrator

at Ford Motor Company

• Job title: Executive Administrator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $56,400 - $94,900 per year
• Degree requirement: Associate's Degree
• Location requirements: Hybrid, Dearborn, United States

About the role

• Provide administrative support to the Executive Director at Ford, ensuring effective communication and organization. Manage calendars, travel, and meetings for executive efficiency.

Responsibilities

• 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: Proactively maintains / prioritizes and organizes Outlook calendar and folders as needed. Keeps the executives informed of changes and works closely with ELT Executive Assistants to manage schedules to support the team’s efficiency and effectiveness.
• Optimizes travel arrangements (transportation, accommodations, agenda) based on the executive’s travel needs and preferences. Manages complex itineraries, to include any changes. Prepares and completes related expense reports.
• Assists the executives with preparing for meetings, to include preparing materials, obtaining materials in advance, distributing meeting materials, holding time for meeting preparation, 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 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.
• Screen calls and respond to emails as needed.
• Greets and assists planned guests and manages unannounced visitors.
• Participate as an adjunct member of the Executive Director’s leadership teams, including attending select meetings, taking notes, tracking assignments, and following up on assigned action items.
• Assists in keeping the executive well organized, to include online retrieval and archiving of documents as well as supporting the Company’s records and retention schedule.
• Assists with special projects as needed.

Requirements

• An Associates(equivalent) is preferred; however, we recognize that expertise is built through diverse career paths. Extensive professional experience, specialized certifications, and a proven track record of leadership in a related field will be considered commensurate with a formal degree.
• 3+ years’ experience as an executive assistant supporting senior leader(s)
• Knowledge of administrative procedures, software applications (such as Microsoft Office Word, Excel, PowerPoint, etc.), records management systems (including Microsoft OneDrive and SharePoint), and other business procedures and terminology
• Excellent organizational skills, time management skills and attention to detail, to include anticipating needs and being proactive
• Excellent writing, editing, and proofreading skills
• Displays high degree of professionalism in order to maintain confidential information, deal with people tactfully, and help establish strong relationships and positive communication
• Ability to work collegially within a team environment in an open concept office area
• 5+ years’ experience as an executive assistant supporting senior leader(s) (preferred)
• Bachelor’s degree (or equivalent) (preferred)

Benefits

• 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.