Region Coordinator

Mazda North American Operations; Irvine (CA); On-site; USD 31,000 - 43,000; Full time

Job summary

Mazda North American Operations in Irvine, CA seeks an Administrative/Executive Assistant to support the Region General Manager. You will manage an extremely active calendar, coordinate travel, prepare memos, and assist with regional projects.

You will coordinate budgets, review expenses, and support records retention, vendor communications, and a high level of confidentiality. The role requires 2+ years of admin experience and strong MS Office skills in a fast-paced environment.

Qualifications

• Associates’ degree or equivalent experience.
• 2+ years of relevant work experience. Executive level support strongly preferred.
• 1+ year(s) of work experience in an administrative role.
• Exceptional computer skills including intermediate or higher-level proficiency in Microsoft Office Power Point, Excel, Word, Outlook and other Mazda business applications.

Responsibilities

• Manage an extremely active calendar for the Region General Manager and coordinate schedules with region management.
• Prepare broadcast messages, region announcements, and management memos.
• Coordinate the annual budget setting process and monthly budget tracking for all regional departmental G&A budgets.
• Analyze budget variances and initiate corrective action with the finance department.
• Coordinate Outlook calendars for region, reserve conference rooms, schedule and set up meetings, and coordinate catering and travel arrangements.
• Prepare and review region employee expense reports and maintain records.
• Serve as Regional Champion of Record Retention Policy and maintain confidentiality of information.
• Execute routine administrative functions such as filing, scanning, mail processing, and processing bills/invoices.

Skills

Executive support

Calendar management

Budget tracking

Travel planning

Professional communication

Interpersonal skills

Organizational skills

Confidentiality

MS Office

Education

Associates’ degree or equivalent experience

Tools

Microsoft Office suite

PowerPoint

Excel

Word

Outlook

Job description

Job Description

This position role is to provide administrative support to the Region General Manager. The position has the responsibility for all aspects of schedule and calendar management for the RGM, including coordination with the schedules of the region management team, travel management, clerical support and special projects as required.

• Completes a broad of variety of administrative tasks for the Region General Manager including managing an extremely active calendar of appointments
• Prepare broadcast messages, region announcements, and management memos.
• Coordinate the annual budget setting process and monthly budget tracking for all regional departmental G&A budgets.
• Analyze budget variances and initiate corrective action, if necessary, with the finance department.

Job Description

This position role is to provide administrative support to the Region General Manager. The position has the responsibility for all aspects of schedule and calendar management for the RGM, including coordination with the schedules of the region management team, travel management, clerical support and special projects as required.

Exec. Level Support 30%

• Completes a broad of variety of administrative tasks for the Region General Manager including managing an extremely active calendar of appointments
• Prepare broadcast messages, region announcements, and management memos.
• Coordinate the annual budget setting process and monthly budget tracking for all regional departmental G&A budgets.
• Analyze budget variances and initiate corrective action, if necessary, with the finance department.

Administrative Support 50%

• Coordinate Outlook calendars for region, reserve conference rooms, schedule and set up meetings, prepare meeting amenities, make restaurant reservations, coordinate catering, reconcile Purchase card charges to proper budget codes.
• Prepare and/or review region employee expense reports.
• Serve as Regional Champion of Record Retention Policy
• Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipts of supplies.
• Receives telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment.
• Arrange complex and detailed travel plans, itineraries and agendas; and compiling documents for travel-related meetings.
• Coordinate with HR on the collection of new hire paperwork.
• Execute routine administrative functions, such as document filing and scanning, processing incoming mail, ad-hoc reports, processing of bills/invoices, and maintaining employee and dealer contact info.

Company Vehicle Support 20%

• Assist Regional Operations Manager with company vehicle program management and vehicle disposition including pricing within MNAO policies and guidelines.
• Fulfill company vehicle requests for region staff from current inventory or ordering of new vehicle.
• Process license plates and file for non-operation to avoid penalties on all region vehicles.
• Coordinate pick up of company vehicles for region employees and auctions.

Qualifications And Other Requirements

Education (Minimum):

• Associates’ degree or equivalent experience

Experience

• 2+ years of relevant work experience. Executive level support strongly preferred.
• 1+ year(s) of work experience in an administrative role

Knowledge/Skills/Abilities

• Exceptional computer skills including intermediate or higher-level proficiency in Microsoft Office Power Point, Excel, Word, Outlook and other Mazda business applications.
• Communicate effectively and efficiently (oral and written) with all levels of management, customers, dealers, and vendors.
• Strong interpersonal skills, including ability to form and maintain effective working relationships.
• Strong planning and organizational skills and key attention to details; demonstrated track record of high level management support.
• High level of professionalism.
• Must work well under pressure, excellent organizational abilities, set and meet deadlines, be able to manage several priorities in a day; must be dependable, adaptable, self-motivated and creative.
• Ability to handle and maintain the confidentiality of highly sensitive information.

Pay Range

$22.84 - $31.42

Salary to be determined by education, experience, knowledge, skills and abilities of the applicant, internal equity, and alignment with market data.