Administrative Assistant Engineering NA

Magna-International-6df39721; Troy (MI); On-site; USD 65,000 - 95,000; Full time

Job summary

Magna Powertrain is seeking an experienced Executive Administrative Specialist to support the Senior Director of Engineering North America. You will manage calendars across time zones, coordinate travel, prepare reports and presentations, and maintain department data in SharePoint/365.

The role requires organization, confidentiality, and strong communication skills. Your responsibilities include meeting planning, minutes, and cross-functional coordination with Global Engineering teams.

Qualifications

• 3–5 years’ experience providing administrative support at 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 required.
• Strong knowledge of Microsoft 365 (Excel, Word, PowerPoint, Outlook), SharePoint, Visio, SAP easyDocs, and other enterprise tools.

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 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.
• Attend meetings with leadership when required and 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 applications and SharePoint.
• Prepare high-quality reports, presentations, and documents for the department.
• 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.
• Communication & Correspondence: Manage incoming communications and respond promptly with professional judgment; maintain confidentiality of sensitive information.

Skills

Executive communication

Organizational skills

Multitasking

Attention to detail

Stakeholder management

Education

Associate degree

Tools

Microsoft 365

SharePoint

Visio

SAP easyDocs

Microsoft Teams

Concur

Job description

Job descriptions may display in multiple languages based on your language selection.What we offer: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 expect exciting, varied responsibilities as well as a wide range of development prospects. Because we believe that your career path should be as unique as you are.Group Summary:Transforming mobility. Making automotive technology that is smarter, cleaner, safer and lighter. That’s what we’re passionate about at Magna Powertrain, and we do it by creating world-class powertrain systems. We are 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 is what drives us and we drive innovation. Dream big and create the future of mobility at Magna Powertrain.Job Responsibilities:Mission of the Position:Provide administrative support to the Senior Director of Engineering North America and others as designated. Direct and manage the daily administrative activities for the Senior Director and North America Engineering department. Provide daily support through managing schedule/calendar, preparation of reports, presentations, documents and all other administrative support activities.Key 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 the other Adminitrative Assistants in Global Engineering.Travel & Expense CoordinationArrange domestic and international (department) 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 CoordinationPlan and support leadership workshops, team events, and other internal/external meetings as required including logistics, catering, and technology/room setup.As needed; sit in on meetings with leadership and prepare meeting minutes, follow up items, and track tasks utilizing Microsoft Teams planner or other tools.Data & Document ManagementAdminister and maintain departmental databases and systems (Microsoft Teams Channel(s) 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 for the department.Process Optimization & Digital ToolsDrive 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 & CorrespondenceManage incoming communications (email, teams, etc.) and respond promptly using professional judgement and prioritization.Maintain confidentiality of sensitive business information and records.Coordinate (scheduling, preparation of materials, coordination with presenters) and moderate presentation materials for local and regional Engineering Communications Meetings.Responsibility for other projects or tasks to support the engineering department as required.Support the administrative needs of other departments as necessary or during planned vacations/absences for other department administrative staff.Requirements and Qualifications:Minimum of 3-5 years’ experience providing administrative support at 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 required.Strong knowledge of Microsoft 365 (Excel, Word, PowerPoint, Outlook), SharePoint, Visio, SAP easyDocs, and other enterprise tools.Ability to communicate to colleagues in all levels of the company, outside vendors, and customers both verbally and through written communication required.Demonstrated organizational and time management skills with the ability to multitask.Detail oriented.Associates 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.Supports and adheres to policies, procedures, and operational guidelines related to 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 of self are performed in a safe manner.Health & Safety responsibilities: Understand applicable Environmental, Health & Safety policies and procedures in the workplace. Report unsafe conditions immediately. Report injuries, accidents, illnesses, near misses, property damage immediately. Follow safety rules. 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 a responsive and cooperative working relationship 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.Awareness, Unity, Empowerment:At Magna, we believe that a diverse workforce is critical to our success. That’s why we are proud to be an equal opportunity employer. We hire on the basis of experience and qualifications, and in consideration of job requirements, regardless of, in particular, color, ancestry, religion, gender, origin, sexual orientation, age, citizenship, marital status, disability or gender identity. Magna takes the privacy of your personal information seriously. We discourage you from sending applications via email or traditional mail to comply with GDPR requirements and your local Data Privacy Law.AI-Assisted Screening DisclosureAs part of our commitment to a fair, consistent, and efficient recruitment process, we may use artificial intelligence (AI) tools to assist in the initial screening of applications submitted through our Workday system. These tools help identify qualifications and experience that align with the role requirements. Please note that AI is used solely to support our recruiters. Final decisions are always made by the hiring manager and the hiring team. Importantly, no applicant data is shared externally through these AI tools. All information remains securely within our systems and is handled in accordance with our privacy and data protection policies.Under conditions defined by applicable law, you may have the right to request an explanation of how AI is used to support decision-making.If you have any questions or concerns about this process, feel free to contact our Talent Attraction team.Worker Type:Regular / PermanentGroup:Magna Powertrain