Executive Assistant

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? 

 

In this GSR 6 position... 

We are looking for a highly professional individual to provide onsite administrative support to the Vice President of EV Programs and Energy Supply Chain in a fast-paced work environment in Dearborn, Michigan. The executive assistant will be a valued member of the team and will need to learn about the business beyond the day-to-day activities of the role. This role requires an individual who is a quick learner, resilient and flexible, and maintains a positive attitude operating in a dynamic work environment. We are seeking someone who is detail oriented and professionally courteous with a high standard for integrity and discretion as this role handles highly confidential business and personal information. This individual should be self-motivated, proactive, conscientious, and demonstrate excellence in time and data management skills to coordinate calendars, email activity, and prioritize daily work for themselves and the Vice President. They should be able to work autonomously, problem solve independently, and effectively build relationships and collaborate across the global teams to deliver quality results.  Deep knowledge of the Company’s structure and ability to navigate the enterprise across other executive assistants, executive leaders, and operations partners is preferred. A successful candidate can quickly learn and use new tools and technology to improve efficiency and effectiveness.

What you'll do...

• Acts as a representative for the Vice President with many internal and external people, providing a courteous, helpful, and efficient interactions at all times. 

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

• Manages the Vice President’s calendar and correspondence; resolves scheduling conflicts in a timely manner and proactively prioritizes and keeps the Vice President informed of changes and updates.

• Maintains, organizes, and archives Outlook calendar, communications, and folders as appropriate, keeping the President well-organized with meeting materials. Maintains documents aligned to Company records and retention schedules.

• Sorts, screens, prioritizes, and distributes incoming and outgoing mail for the Vice President. Highlights information of interest and/or curates reading material.

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

• Assists the Vice President with preparing for meetings, including preparing materials, obtaining materials in advance, distributing materials, and keeping the Vice President 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, all-hands meetings, off-sites, team gatherings, etc., overseeing calendars, communication, technology, office space, logistics, and related follow-up activities.

• Supports other assistants and team members with tasks and problem solving as required, and acts as a point of escalation on issues ranging from administration to real estate. 

• 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 President’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.

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)

 

Even better, you may have...

• Bachelor's degree or professional associate’s degree

• Previous experience as an executive assistant in a larg