Executive Administrative Assistant

MAHLE; Farmington Hills (MI); On-site; USD 70,000 - 95,000; Full time

Job summary

MAHLE in Farmington Hills, MI seeks an Executive Administrative Assistant to support the VP of Thermal and Fluid Systems NA and leadership team. You will manage calendars, coordinate meetings and events, arrange travel (domestic and international), handle confidential information, and drive special projects.

You will draft presentations and communications, prepare reports, and collaborate with directors to ensure smooth daily operations.

Qualifications

• 10+ years of administrative experience, including supporting executives
• Experience in automotive industry is highly desired
• Ability to manage confidential information with discretion
• Excellent communication and organizational skills
• Must demonstrate initiative and teamwork in a fast-paced environment
• Proficiency with PowerPoint, Excel, Word; MS Office in general
• Experience with SAP Concur (Expense reports & travel booking) is a plus

Responsibilities

• Provide executive level administrative support to VP and leadership team.
• Filter requests and protect VP's focus time.
• Prepare presentations, reports, and documents using MS PowerPoint, Excel, Word.
• Coordinate complex calendars and travel for domestic and international trips.
• Draft and design correspondences and materials for meetings and business plans.
• Coordinate meetings, note-taking, and follow-up on assigned tasks.
• Onboard new employees and assist with onboarding processes.
• Complete expense reporting via Concur system.

Skills

Executive support

Communication skills

Organizational agility

Discretion with confidential info

MS Office proficiency

Initiative

Attention to detail

Team player

Problem solving

High ambiguity handling

Tools

MS Office Suite

SAP Concur

Job description

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, Work 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.