We are looking for an individual to support three of our Ford Model e leadership team members in daily administration and operations. This position is a great opportunity for candidates who want to pro-actively solve problems in a fast-paced environment, improve daily efficiency and effectiveness for their team, and bring to the workplace a resilient and positive attitude to getting our work done. The role requires an individual who is resourceful, caring, flexible, detail-oriented, and uses good judgement. This individual must have a high level of integrity and discretion in handling highly confidential business and personal information. They must be professional and relatable when interacting with executives, team members and business partners.

The successful candidate should have excellent verbal and written communication skills including solid grammar and spelling. Being organized and efficient are second-nature for the candidate as this person will be asked to prioritize across both ad-hoc and ongoing work tasks in order to close items out on time and according to the needed schedule. They will need to roll up their sleeves to do our work and be comfortable troubleshooting their own roadblocks but also have the knowledge and confidence to pause and ask for help as needed. They will build strong relationships with other key stakeholders in the organization including chiefs-of-staff, executive assistants, and T&E personnel to accomplish their tasks. As part of their role, the candidate will need to learn and demonstrate familiarity with the basic company organization, processes and systems. They will be a valued member of the team and should be open to learning about the business beyond the day-to-day activities of the role in order to contribute to the team’s success

The minimum requirements we seek:

• High School Diploma or GED
• 3+ years’ experience as an Executive Assistant supporting senior leadership and/or hands-on Project Management experience
• 3+ years of Microsoft software experience (Outlook, PowerPoint, Word, Excel, Sharepoint)
• Familiarity with messaging software including Slack and WebEx
• Willing to learn new technology (both hardware and software) as needed, leaning on self-study and FAQ provided via online training and forums and troubleshooting problems pro-actively
• Excellent writing, editing, and proofreading skills
• Ability to work independently with minimal supervision
• Ability to work collegially within a team environment in open concept office area
• Ability to plan, prioritize, and support multiple assignments and projects simultaneously
• Hands on approach and taking initiative in resolving issues/concerns
• Be able to have fun with a wonderful team and enjoy the journey
  

Our preferred requirements:

• Bachelor’s degree
• Familiarity with SAP Concur and Oracle HR or equivalent systems
  
  

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Visa sponsorship is not available for this position.

What you’ll be able to do:

• 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. · Concurrently manages executive calendars and correspondence regarding each in Outlook. Keeps the executives informed of changes.
• Creates and maintains a comprehensive Governance calendar in partnership with the Model e Customer chief-of-staff that lists out all upcoming meetings and ensures each leader is aware of the needed filing items
• Manage Outlook email as needed with possible actions including: responding to specific emails; ensuring follow-up from email recipients; set-up for email filing rules; email filing.
• Optimizes travel arrangements (transportation, accommodations, agenda) based on each executive’s travel needs and preferences. Manages complex itineraries, to include any changes, for all.
• Completes each executive’s expense reports on a weekly basis.
• Assists the executives with preparing for meetings, to include helping to ensure meetings have clear agendas which are contained in the meeting planner details, preparing or obtaining meeting
• materials in advance, distributing meeting materials to attendees when needed, and obtaining any media and conference room logistics needs for both in-person and virtual attendees.
• Greets and assists planned guests and manages unannounced visitors and inquiries.
• As needed, 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.
• Assists in keeping the executives well organized, to include online retrieval and archiving of documents as well as supporting the Company’s records and retention schedule.
• Coordinate team, employee 1:1 and employee skip-level meetings and other interactions including communications between executives and their employees
• Facilitate coordination / collaboration with key support functions (i.e. HR, Finance, Business Office, etc.) to implement governance, distribute information, and progress the business.
• Leads Slack workspace set-up and administration for Model e Customer employees including adding accounts, creating channels, and assisting with basic troubleshooting
• Works with the Spending Governance Manager to administrate the Model e Customer Empathy Loaner vehicle program for employees
• Assists with special projects as needed.