Administrative Assistant Engineering NA

At Magna, you can expect an engaging and dynamic environment where you can help to develop industry-leading automotive technologies. We invest in our employees, providing them with the support and resources they need to succeed. As a member of our global team, you can have exciting, varied responsibilities as well as a wide range of development prospects.

About the Role

Transforming mobility by creating world-class powertrain systems. Magna Powertrain is a premier supplier for the global automotive industry with full capabilities in design, development, testing, and manufacturing of complex powertrain systems. Our name stands for quality, environmental consciousness, and safety. Innovation drives us.

This position provides administrative support to the Senior Director of Engineering North America and others as designated, managing daily administrative activities for the Senior Director and North America Engineering department.

Responsibilities

• Executive Support & Calendar Management: Proactively manage and optimize the Senior Director of Engineering’s calendar, prioritizing meetings based on strategic importance and urgency. Coordinate complex scheduling across multiple time zones, working closely with other Administrative Assistants in Global Engineering.
• Travel & Expense Coordination: Arrange domestic and international travel via the company travel agency and database, ensuring compliance with company travel policies. Prepare and reconcile expense reports via the expense management system, Concur.
• Meeting & Event Coordination: Plan and support leadership workshops, team events, and other internal/external meetings, including logistics, catering, and technology/room setup. Sit in on meetings with leadership as needed to prepare meeting minutes, follow-up items, and track tasks using Microsoft Teams Planner or other tools.
• Data & Document Management: Administer and maintain departmental databases and systems (Microsoft Teams Channels and files/folders), including Microsoft 365 (Excel, Word, PowerPoint, Outlook), SharePoint, Visio, SAP easyDocs, and other enterprise tools. Prepare high-quality reports, presentations, and various other documents as required.
• Process Optimization & Digital Tools: Drive adoption of AI tools to automate routine tasks, improve document workflows, and enhance productivity. Identify opportunities for process improvements and implement best practices for administrative operations. Maintain secure, confidential files and records in compliance with company policies and data privacy standards.
• Communication & Correspondence: Manage incoming communications (email, Teams, etc.) and respond promptly using professional judgment and prioritization. Maintain confidentiality of sensitive business information and records. Coordinate and moderate presentation materials for local and regional Engineering Communications Meetings.
• Support the administrative needs of other departments as necessary or during planned vacations/absences for other department administrative staff.
• Responsibility for other projects or tasks to support the engineering department as required.

Requirements

• Minimum of 3-5 years’ experience providing administrative support at a senior management level in a large, complex organization.
• Experience supporting Director level or above strongly preferred.
• Global support experience strongly preferred.
• Experience preparing reports, presentations, and materials for distribution.
• Strong knowledge of Microsoft 365 (Excel, Word, PowerPoint, Outlook), SharePoint, Visio, SAP easyDocs, and other enterprise tools.
• Ability to communicate effectively with colleagues at all levels of the company, outside vendors, and customers both verbally and in writing.
• Demonstrated organizational and time management skills with the ability to multitask.
• Detail-oriented.
• Associate’s degree preferred.

Magna Standards

• Practice and maintain integrity while following Magna’s Charter and Constitution.
• Follow Magna’s Code of Conduct and Ethics and related compliance policies.
• Support and adhere to policies, procedures, and operational guidelines related to the established quality management system (IATF 16949).
• Drive the development of new technologies to improve quality, efficiency, and reduce cost.
• Comply with safety policies and procedures to ensure duties are performed safely.
• Health & Safety Responsibilities:
  • Understand applicable Environmental, Health & Safety policies and procedures in the workplace.
  • Report unsafe conditions, injuries, accidents, illnesses, near misses, and property damage immediately.
  • Follow safety rules and comply with requirements for the use or operation of machines or equipment.
  • Comply with Personal Protective Equipment (PPE) requirements.
• Create a positive work environment by demonstrating and sharing functional/technical knowledge.
• Develop and maintain responsive and cooperative working relationships with internal and external customers.
• Treat everyone with dignity, trust, and respect.
• Complete additional duties and responsibilities as assigned.
• Comply with Magna’s information and data protection policies.