Executive Assistant

About the Role

This role requires an individual who is flexible, resilient, and uses good judgment. The ideal candidate must have a high level of integrity and discretion in handling highly confidential business and personal information. They should be professional, friendly, and welcoming when interacting with senior leaders across the globe. Strong time and data management skills are essential to coordinate various email activities and meeting notices across time zones. The candidate should work independently, maintain high standards for delivering quality results, adapt to change with a positive attitude, and be a quick learner and self-motivated.

The successful candidate will have exceptional communication skills—both verbal and written—complete tasks in a timely manner, understand how to prioritize, and be a problem solver. They will need to understand the company’s structure and develop working relationships with other assistants, executive leaders, and operations partners. The candidate will be a valued team member and should be open to learning about the business beyond the day-to-day activities of the role.

Responsibilities

• 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, 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, 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 changes, and 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, media needs, and other logistics.
• Screens incoming calls and responds to emails as needed.
• Greets and assists planned guests and manages unannounced visitors.
• Coordinates and manages 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 action items.
• Coordinates employee skip-level meetings and other interactions between executives and employees when appropriate.
• Assists with special projects as needed.

Requirements

• 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).

Preferred Qualifications

• Bachelor’s degree or professional associate’s degree.
• Excellent writing, editing, and proofreading skills.
• Ability to learn new software systems and cloud tools with ease.
• Responsive, self-starter; takes initiative in resolving issues or concerns.
• Detail-oriented, organized, and excellent time management skills.
• Displays a high degree of integrity and maintains confidentiality of sensitive information.
• Works well independently with minimal supervision.
• Ability to work collegially and collaboratively within a team environment in an open-concept office area.
• Comfortable interacting with all levels of the organization, from executive leadership to individual contributors.
• Ability to plan, prioritize, and support multiple assignments simultaneously.
• Willingness and flexibility to support across all North America time zones.

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.

Pay

This position is a salary grade 6 and ranges from $72,480 to $121,440. Final determination of salary grade will be based on the candidate's skills and experience, and base salary will be set within the applicable range according to job scope, responsibility, and competitive market value.

Schedule

This position is hybrid. Candidates who are in commuting distance to a Ford hub location may be required to be onsite four or more days per week.