Executive AssistantJob Number: 67066Group: Magna ExteriorsDivision: ENGINEERED GLASSJob Type: Permanent/RegularLocation:Holland, MICHIGAN, US, 49423Work Style:About usWe see a future where everyone can live and move without limitations. That’s why we are developing technologies, systems and concepts that make vehicles safer and cleaner, while serving our communities, the planet and, above all, people.Forward. For all.Group SummaryThe Magna Exteriors portfolio of products includes access systems such as liftgates, exterior trim, modular systems, front-end modules including fascia, active aerodynamic systems and other lightweight structural components for automotive, commercial truck and other industrial markets.Recognized globally as an innovator in all aspects of vehicle exteriors, Magna provides everything needed, from materials development and design through manufacturing and assembly, to help automakers create sleek, state-of-the-art vehicles across the world.JOB SUMMARY:The Executive Assistant is a vital member of the organization, providing essential support across various departments. This role encompasses a wide range of administrative responsibilities, ensuring the smooth operation of daily tasks while assisting with special projects and events. This role works collaboratively with teams to facilitate efficient processes and contribute to a productive and positive work environment.ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:Administrative Assistance:
Calendar Management: Efficiently manage the executive's schedule, including scheduling meetings, appointments, and travel arrangements. Ensure that the executive is well-prepared for all engagements.
Communication: Act as a primary point of contact for the organization. Handle incoming calls, emails, and correspondence promptly and professionally. Manage content creation for digital displays in various locations. Language translation of company communication from English to Spanish.
Document Management: Organize and maintain documents, files, and records. Prepare and proo reports, presentations, and other materials as needed.
Travel Coordination: Arrange travel itineraries, including flights, accommodations, and ground transportation. Anticipate and address any travel-related issues that may arise.
Event Planning and Coordination: Lead in planning and coordinating company events such as holiday parties, company picnics, on-site luncheons, and other gatherings & events. This includes managing budgets, managing the Annual Company calendar, selecting venues, coordinating catering, arranging entertainment, and ensuring the smooth execution of events.
Meeting Support: Provide support for meetings, including notetaking, scheduling, and ensuring all necessary materials and resources are prepared.
Committees and Initiatives: Support various committees and initiatives, such as community outreach, environmental, wellness, and 3rd shift events, by assisting with logistics, communication, and coordination.
Recognition Program: Administration over the employee recognition program to ensure timely and appropriate positive feedback.
Company Swag: Manage stockroom of company swag, coordinate with vendor to ensure appropriate inventory levels.
Backup Support: Provide backup support when key personnel are out of the office to ensure continuity in essential tasks and responsibilities.
Miscellaneous Tasks and Projects: Manage miscellaneous tasks and projects as needed to support the organization's overall objectives and operations.
Human Resources Coordination:
Coordinate internal applicant interviews and ensure timely feedback and adherence to the internal mobility policy.
Partner with the training coordinator to manage the grant procurement process, including applications and follow-ups, ensuring reimbursement for eligible training programs.
Coordinate the new hire onboarding process by organizing starter kits, scheduling orientations, desk space, name plates, ensuring all resources are available and ready.
Create and distribute pre-hire communications such as background checks, drug screenings, offer letters, new hire announcements, and first-week surveys.
Ensure the timely collection and organization of completed paperwork.
Provide administrative support for online job postings, including opening postings, submitting for approvals, and managing job requisitions.
Assist in the coordination of recruitment events, such as career fairs and networking events, including logistics and materials preparation.
QUALIFICATIONS :
High school diploma or equivalent (bachelor’s degree preferred).
Proven experience in administrative support roles.
Proficiency in Microsoft Office Suite and other relevant software applications.
Bilingual Spanish/English proficiency preferred.
Team player with a positive attitude and a willingness to assist colleagues in achieving common goals.
COMPETENCIES:
Organizational Skills: Excel in organizing information, tasks, and schedules. Ability to manage multiple responsibilities simultaneously, set priorities, and maintain meticulous records. Strong organizational skills ensure that deadlines are met, and resources are used efficiently.
Communication Proficiency: Effective written and verbal communication is crucial. Frequent interaction with colleagues, clients, and external partners. Ability to convey information clearly, draft professional documents, and engage in active listening to understand and respond to inquiries and instructions accurately.
Adaptability and Flexibility: Essential to respond to changing priorities, handle unexpected tasks, and adjust to evolving organizational needs. The ability to stay composed under pressure is also valuable.
Attention to Detail: Attention to detail is imperative to ensure accuracy in tasks such as data entry, document preparation, and record-keeping. Administrative Assistants often deal with sensitive information, and any errors can have significant consequences. A keen eye for detail helps maintain the quality and integrity of work.
Problem-Solving Skills: Administrative Assistants encounter various challenges in their roles, from resolving scheduling conflicts to finding solutions to logistical issues. Strong problem-solving skills allow them to assess situations, identify potential obstacles, and proactively address problems, contributing to smoother operations and enhanced productivity.