Design Executive Admin/Coordinator

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?

Digital Product Design (DPD) at Ford is committed to envisioning and creating simple, thoughtful, enjoyable, and compelling product experiences that our customers need and love. We work in close partnership with product and engineering to deliver best-in-class interactions experiences that meet the needs of people today, and in the future. Our team is comprised of a dynamic group of product designers, researchers, visual designers, industrial designers, modelers, and project managers.

In this position…

As the Design Executive Admin/Coordinator you are constantly thinking of ways to reinforce our values and ways of working, and how to support our culture of inclusion, empathy and collaboration. Your partnership in supporting four Design Directors is critical to their effectiveness and efficiency. 

This role reports to the Talent Management Lead within the Digital Product Design Global Operations team. 

Hybrid work model with an expectation to be in office 4 days/ week. 

 

As Executive Assistant you will... 

• Support the Palo Alto based leadership (4 directors),  

• Coordinate complex calendars, schedule meetings, appointments, and manage detailed travel arrangements (domestic and international), including itinerary planning, changes, and consideration for different time zones.  

• Manage expense reporting processes, including completing reports for these Directors and reconciling credit cards.  

• Ensure the Directors preparedness for meetings and engagements, securing required materials, logistical details, etc. 

• Proactively anticipate the Director’s needs, taking initiative to address potential issues before they arise. 

• Maintain and organize Outlook, communications, and folders as appropriate, keeping the Directors well-organized and aligned to Company records and retention schedules.   

• Support and advocate for all workstreams and members of the Digital Product Design team.  

• If local to Palo Alto, support management/organization of the office space, including but not limited to layout, supplies, group activities, executive visits, etc.  

• Support and assist onsite events hosted by Digital Product Design, and support special projects as needed. 

• Handle confidential business-related data with the utmost discretion, integrity, and sound judgment regarding appropriate information sharing.  

• Continuously seek process improvements to increase productivity and efficiency of the Design organization.    

Basic Qualifications:  

• High School Diploma, or equivalent combination of education, training and experience.   

• 3+ or more years of experience as an executive assistant supporting senior leader(s). 

• Knowledge of administrative procedures, software applications (such as Microsoft Office Word, Excel, PowerPoint, Teams, etc.), records management systems, and other business procedures and terminology. 

• Excellent organizational skills, time management skills and attention to detail, including anticipating needs and being proactive. 

• Excellent writing, editing, and proofreading skills. 

• Displays a high degree of professionalism 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.  

• Ability and willingness to support a team with global operations and manage various time zones to promote meeting participation and employee engagement. 

Even better if you have: 

• Bachelor’s Degree  

• Work experience includes office, project, or logistics management experience in a high energy and creative professional environment. 

• Ability to prioritize, manage and deliver on multiple assignments with minimal supervision 

• Ability to adapt to a rapidly changing environment 

• Experience of working with design teams or other creative cultures 

• Experience working with project management tools such as Airtable 

• Experience working on global teams 

• Experience with Ford systems  

• Passionate about putting peop