Advanced EV Coordinator

Lincoln Motor Company; Palo Alto (CA); Hybrid; USD 82,000 - 137,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

Family care days

Vehicle discount program

Tuition assistance

Paid time off

Job summary

Ford Motor Company is seeking a Software Executive Support professional to help manage the Director of Software's calendar, travel, and expense reporting at the Greenfield Labs Palo Alto site. This role also supports the Software Leadership Team with meetings, notes, and follow-ups, while safeguarding confidentiality and handling sensitive information.

Responsibilities include onboarding/offboarding, coordinating onsite events, and maintaining efficient office operations.

Qualifications

• High School Diploma required.
• 3+ years of office, project or logistics management experience in a high-energy professional environment.
• Experience supporting software/engineering executives is a plus.

Responsibilities

• Calendar management for the Director of Software, scheduling meetings and travel.
• Process and expense reporting in accordance with Ford policies.
• Support the Software Leadership Team with notes, action items and follow-ups.
• Maintain confidentiality and handle sensitive information with discretion.
• Assist with internal communications and crisis communication when needed.
• Onboard/offboard team members and manage workstation setups at Greenfield Labs Palo Alto.

Skills

Calendar management

Travel planning

Executive coordination

Confidentiality

Stakeholder communication

Meeting coordination

Education

Bachelor's degree (preferred)

High School Diploma

Tools

HCM system

Microsoft Office

SharePoint

Confluence

Job description

"

We made history and now we work to transform the future - for our customers, our communities and our families. You'll see your work on the road every day, helping people move freely and pursue their dreams. At Ford, you can build more than vehicles. Come build what matters.

Ford’s Electric Vehicles, Digital and Design (EVDD) team is charged with delivering the company’s vision of a fully electric transportation future. EVDD is customer-obsessed, entrepreneurial, and data-driven and is dedicated to delivering industry-leading customer experience for electric vehicle buyers and owners. You’ll join an agile team of doers pioneering our EV future by working collaboratively, staying focused on only what matters, and delivering excellence day in and day out. Join us to make positive change by helping build a better world where every person is free to move and pursue their dreams.

In this position…

What you’ll do…

Software Executive Support

• Calendar Management: Support efficient and effective time management for the Director of Software. Coordinate meetings, appointments, conference room bookings, and travel arrangements. Resolve scheduling conflicts efficiently and proactively. Professionally screen and prioritize meeting requests.
• Travel & Expense Reporting: Optimize travel arrangements based on the Director's travel needs and preferences. Manage complex itineraries, including any changes, ensuring the Director is aware. Complete related expense reports in compliance with Ford policies and procedures.
• Executive Operating Rhythm: Partner with the Chief of Staff to help manage the Director's operating rhythm (e.g., team calendar, meeting cadence, notes, weekly lookahead).
• Confidentiality & Integrity: Maintain the highest level of confidentiality regarding corporate and personal information. Handle sensitive information and confidential matters with the utmost discretion and integrity.
• Software Leadership Team Participation: Participate as an adjunct member of the Software Director's leadership team, including attending select meetings, taking notes, tracking assignments, and following up on assigned action items in support of the Software development organization.
• Internal Communication: Support the creation and management of internal communication channels for the Software organization. Partner with the Chief of Staff or other stakeholders to craft engaging content. Support crisis communication when needed.

Business Operations

• Onboarding / Offboarding: Support team member onboarding and offboarding activities, including workstation assignment, badge distribution/collection, and facility orientation tours at the Greenfield Labs Palo Alto site.
• Meetings & Event Support: Provide hands-on support for events such as staff meetings, all-hands meetings, executive visits, and program reviews onsite. Support may include communications, technology/AV logistics, room setup, catering coordination, and related follow-up activities. Ensures the Director's preparedness for meetings and engagements by securing required materials, coordinating with key attendees, and helping keep events on schedule.
• Office Supplies: Manage office supplies, ensuring conference rooms, stationery cupboards, and marketplaces are well stocked. Engage necessary stakeholders (e.g., Ford Land, Physical Operations) to fulfill office supply needs and plan for future demand.
• Business Operations Support: Assist with Business Operations special projects, initiatives, and services as needed.
• Process Improvement: Continuously seek opportunities to increase process productivity and efficiency.
• Employee Experience: Support (not lead) the planning and execution of team events that foster team bonding, learning, and culture-building.
• Site Management: Serve as a point of contact for day-to-day facility and site needs at the Greenfield Labs Palo Alto location, coordinating with Ford Land, Physical Security, and Facilities teams to maintain a safe, functional, and well-run workspace. Ongoing monitoring/management of seating and workstation assignments.

Training

• Role-Based Training Administration: Administer role-based training assignments for Advanced EV personnel via HCM (Human Capital Management system), ensuring employees are enrolled in the correct training curriculum based on role, level, and function.
• Monitoring & Compliance Tracking: Monitor training completion status and due dates within HCM, proactively following up with employees and managers on outstanding or overdue assignments.
• Reporting: Generate and distribute regular reports on training completion, compliance rates, and outstanding items.
• Training Coordination: Support the scheduling, logistics, and communications for training sessions, workshops, and learning programs within the Software organization.
• High School Diploma
• 3+ years of office, project, or logistics management experience in a high-energy professional environment

Preferred Qualifications

• Bachelor's Degree in Business Administration, Communications, Marketing, Design, or Public Affairs
• Knowledge of administrative procedures, software applications (Microsoft Office: Word, Excel, PowerPoint, Teams, etc.), knowledge management/records management systems (e.g., SharePoint, Confluence), and other business procedures and terminology
• Excellent organizational skills, time management skills, and attention to detail, including anticipating needs and being proactive
• Displays a high degree of professionalism to maintain confidential information, deal with people tactfully, and help establish strong relationships and positive communication
• Ability to prioritize, manage, and deliver on multiple assignments with minimal supervision
• Excellent written and verbal communication skills
• Experience supporting software/engineering executives and coordinating (not leading) corporate events; experience organizing or maintaining knowledge management systems a plus

As an established global company, we offer the benefit of choice. You can choose what your Ford future will look like: will your story span the globe, or keep you close to home? Will your career be a deep dive into what you love, or a series of new teams and new skills? Will you be a leader, a changemaker, a technical expert, a culture builder…or all of the above? No matter what you choose, we offer a work life that works for you, including:

• 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.

This position is a salary grade 6 and ranges from $81,800-$136,900. Final determination of salary grade will be based on candidate's skills and experience, and base salary will be set within the applicable range according to job scope, responsibility and competitive market value.

Visa sponsorship is not available for this position.

Candidates for positions with Ford Motor Company must be legally authorized to work in the United States. Verification of employment eligibility will be required at the time of hire.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, disability status or protected veteran status. In the United States, if you need a reasonable accommodation for the online application process due to a disability, please call 1-888-336-0660.

This position is hybrid with a requirement to be onsite four or more days per week.

#UEV

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