Executive Administrative Assistant

MAHLE GmbH; Farmington Hills (MI); On-site; USD 65,000 - 90,000; Full time

Job summary

MAHLE GmbH in Farmington Hills, MI, seeks an experienced Executive Administrative Assistant to support the VP of Thermal and Fluid Systems NA and the leadership team. You will manage complex calendars, coordinate meetings and travel, and handle confidential information with discretion.

The role also involves preparing presentations, drafting correspondence, onboarding new hires, and driving cross-department process improvements in a fast-paced global environment.

Qualifications

• 10+ years of administrative experience, including 5 years supporting executives.
• Experience in the automotive industry is highly desired.
• Ability to handle confidential information with discretion.
• Excellent communication and organizational skills.
• Proficient in MS Office (Excel, Word, PowerPoint, Teams).
• Experience with SAP Concur (expense reports and travel booking) preferred.
• Global or multinational business experience is a plus.

Responsibilities

• Provide executive-level administrative support to VP and leadership team.
• Manage calendars and coordinate meetings and events.
• Oversee travel arrangements and expense reporting.
• Assist with approvals and special projects.
• Create presentations and documents.
• Communicate with high-level stakeholders and liaise across departments.
• Support onboarding and drive process improvements in a fast-paced environment.

Skills

Executive support

Calendar management

Travel coordination

MS Office proficiency

SAP Concur

Communication

Discretion handling

Project coordination

Onboarding support

Multinational experience

Tools

Concur Travel & Expense

Job description

Your Contribution

As an Executive Administrative Assistant reporting to the Vice President of Thermal and Fluid Systems NA, you will provide comprehensive support to the Business Group Vice President and leadership team, working closely with department directors to ensure smooth daily operations. This role manages complex calendars, coordinates meetings and events of all sizes, oversees travel arrangements, assists with approval processes, & manages special projects.

This role is responsible to:

• Provide executive level, professional administrative support to VP and the leadership team.
• Consistently manage what reaches the VP, filtering requests, and protecting focus time.
• Handle confidential and non-routine information and explain policies when necessary.
• Prepare high-quality presentations, reports, and documents using Microsoft PowerPoint, Excel, Word & other systems as required.
• Draft and design general correspondences, memos, charts, tables, graphs, business plans, etc. Responsible for accuracy and clarity of communications final copy.
• Manage complex calendars, coordinate logistics for small and large gatherings, schedules meetings, and ensure appropriate documentation is received from all participants. Responsible for note taking and assigned task follow up.
• Plan and/or coordinate detailed travel arrangements (can include small and large groups) for both domestic and international travel.
• Answer questions regarding travel coordination and the travel expense process. Work with travel coordination team to ensure policies are being understood and communicated properly.
• Act as a liaison with other departments and outside vendors, including high‑level staff such as CEOs, executives and directors.
• Work in cooperation with other assistants to improve processes.
• Serve as a project coordinator for special projects as requested, which may include: planning and coordinating multiple presentations, disseminating information and coordinating meeting invitations.
• Create purchase orders for department business activities, working with accounts payable and department employees to ensure payment is made on a timely basis.
• Assist the team in welcoming new employees and ensure their onboarding experience is positive and successful.
• Complete expense reporting via Concur travel and expense system.
• Other duties as assigned.

Your Experience & Qualifications

• 10+ years of administrative experience required, including 5 years supporting executive level leaders. Experience in the automotive industry is highly desired.
• Ability to manage confidential and sensitive information with discretion & prioritize a variable workload in a fast‑paced environment is required.
• Must have excellent communication skills and demonstrate the ability to use organizational agility to accomplish the goals of the business.
• Must be strongly proficient in MS Office (MS Excel, Word and PowerPoint Teams).
• Strong attention to detail and problem-solving is a must.
• Must have strong initiative and the ability to work well in a team environment.
• Proven success operating in a high ambiguity environment is required.
• Experience in SAP Concur (Expense reports & travel booking) is highly preferred.
• Global or multi‑national business experience is a plus.

Facts about the job

Entry level: Experienced hires

Part‑/ Full‑time: Full Time

Functional area: General Administration

Department: BU2 Thermal and Fluid Systems

Location: Farmington Hills, MI, US, 48335

Closing date for applications

Don't waste any time, apply while the position is online.

MAHLE is not currently hiring individuals for this position who now or in the future require sponsorship for employment-based non‑immigrant and immigrant visas. However, as a global company, MAHLE offers many job opportunities outside of the U.S. which can be found through our employment website www.jobs.mahle.com.

Do you have any questions? [e-mail]

#DiversityMatters with our inclusive culture, we welcome applications from all social, religious & ethnical backgrounds, disabilities both mental and physical, identities (gender) and neurodivergent people.