Executive Administrative Assistant

MAHLE GmbH; Troy (MI); On-site; USD 60,000 - 80,000; Full time

Job summary

A global automotive company based in Troy, MI is seeking an experienced Executive Administrative Assistant to support the Vice President of Thermal and Fluid Systems. The role requires providing comprehensive administrative support, managing complex calendars, and coordinating travel arrangements. Ideal candidates will have over 10 years of experience, strong communication skills, and proficiency in MS Office. This full-time position emphasizes discretion and organizational agility in a fast-paced environment.

Qualifications

• 10+ years of administrative experience required, including 5 years supporting executive level leaders.
• Strong initiative and ability to work well in a team environment.
• Proven success operating in a high ambiguity environment.

Responsibilities

• Provide executive level, professional administrative support to VP and the leadership team.
• Manage complex calendars and coordinate logistics for meetings.
• Plan and coordinate detailed travel arrangements domestically and internationally.

Skills

Executive support

Calendar management

Travel coordination

Presentation preparation

Discretion

MS Office proficiency

Team collaboration

Tools

Microsoft PowerPoint

Microsoft Excel

Microsoft Word

SAP Concur

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, and 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.

We encourage you to apply even if you don't meet every single requirement. You may just be the right candidate for this or other roles.

EEO statement: MAHLE is an equal opportunity employer. We welcome applications from all backgrounds, identities, and abilities.

Details

Entry level: Experienced hires

Part- / Full-time: Full Time

Functional area: General Administration

Department: BU2 Thermal and Fluid System

Location: Troy, MI, US, 48083

Company: MAHLE Filter Syst.(US)

Closing date for applications: The position remains open and applications are accepted while online.

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Nearest Major Market: Troy
Nearest Secondary Market: Detroit