Administrative Assistant Engineering NA

Magna International•Troy, MI

About The Position

Provide administrative support to the Senior Director of Engineering North America and others as designated. Direct and manage the daily administrative activities for the Senior Director and North America Engineering department. Provide daily support through managing schedule/calendar, preparation of reports, presentations, documents and all other administrative support activities.

Requirements

Minimum of 3-5 years’ experience providing administrative support at senior management level in a large, complex organization. Experience supporting Director level or above strongly preferred.
Global support experience strongly preferred.
Experience preparing reports, presentations, and materials for distribution required.
Strong knowledge of Microsoft 365 (Excel, Word, PowerPoint, Outlook), SharePoint, Visio, SAP easyDocs, and other enterprise tools.
Ability to communicate to colleagues in all levels of the company, outside vendors, and customers both verbally and through written communication required.
Demonstrated organizational and time management skills with the ability to multitask.
Detail oriented.

Nice To Haves

Associates degree preferred.

Responsibilities

Executive Support & Calendar Management: Proactively manage and optimize the Senior Director of Engineering’s calendar, prioritizing meetings based on strategic importance and urgency. Coordinate complex scheduling across multiple time zones, working closely with the other Adminitrative Assistants in Global Engineering.
Travel & Expense Coordination: Arrange domestic and international (department) travel via the company travel agency and database, ensuring compliance with company travel policies. Prepare and reconcile expense reports via the expense management system, Concur.
Meeting & Event Coordination: Plan and support leadership workshops, team events, and other internal/external meetings as required including logistics, catering, and technology/room setup. As needed; sit in on meetings with leadership and prepare meeting minutes, follow up items, and track tasks utilizing Microsoft Teams planner or other tools.
Data & Document Management: Administer and maintain departmental databases and systems (Microsoft Teams Channel(s) and files/folders), including Microsoft 365 (Excel, Word, PowerPoint, Outlook), SharePoint, Visio, SAP easyDocs, and other enterprise tools. Prepare high-quality reports, presentations, and various other documents as required for the department.
Process Optimization & Digital Tools: Drive adoption of AI tools to automate routine tasks, improve document workflows, and enhance productivity. Identify opportunities for process improvements and implement best practices for administrative operations. Maintain secure, confidential files and records in compliance with company policies and data privacy standards.
Communication & Correspondence: Manage incoming communications (email, teams, etc.) and respond promptly using professional judgement and prioritization. Maintain confidentiality of sensitive business information and records. Coordinate (scheduling, preparation of materials, coordination with presenters) and moderate presentation materials for local and regional Engineering Communications Meetings. Responsibility for other projects or tasks to support the engineering department as required. Support the administrative needs of other departments as necessary or during planned vacations/absences for other department administrative staff.