Executive Assistant

Ford•Dearborn, MI

About The Position

Calendar Management: Manage the leader's demanding and complex calendar, including scheduling internal and external meetings across multiple time zones, managing conflicting priorities, coordinating with other executive offices and external partners, and ensuring optimal time utilization. Meeting Support & Events: Schedule, manage attendees, and ensure the agenda and necessary materials are included and cascaded. This also includes ensuring that the technology or tech support is scheduled in support of a seamless meeting. Organizing events, from small executive offsites to multi-hundred-person internal conferences, should also be anticipated. Communication Management: Act as a primary point of contact, screening and prioritizing incoming calls, emails, and correspondence. Liaise effectively with internal teams, other executives, external partners, and stakeholders. Travel Arrangements & Expense Management: Coordinate intricate domestic and international travel arrangements (flights, hotels, ground transportation, visas), create detailed itineraries, and manage changes and logistics on the fly. Process expense reports accurately and in a timely manner, adhering to company policies. Relationship Building: Cultivate strong working relationships with other Executive Assistants, leaders, Chiefs of Staff, team members, and external contacts to facilitate smooth operations and communications. Project Support: Provide light project coordination or support on initiatives related to the leaders' priorities, in partnership with the leaders' Chiefs of Staff, which may involve tracking action items and coordinating input from various teams. Office Operations & Support: Manage administrative tasks for the leaders' office, including ordering supplies, coordinating with facilities, and generally ensuring the smooth operation of the executive's immediate environment. Event Management: Work with the leaders to build out the logistics required for onsite and offsite meetings and town halls. This includes working with leaders' Chiefs of Staff to organize events and order food and take care of the needs for the events. External Board responsibilities: Work with external companies and JVs that the CTO is formal responsibility as a Ford representative - roles such as Board of Director, or Board of Director/Manager, or Advisory Board member by scheduling attendance to board meetings, voting materials, or follow-up schedules Confidentiality & Discretion: Handle all matters, materials, and communications with the highest level of confidentiality, integrity, and professionalism. This is paramount in a C-suite support role dealing with strategic technology, data, AI, and analytics initiatives. Established and active employee resource groups

Requirements

High School Diploma or GED.
7+ years of progressive experience providing executive-level administrative support, with a significant portion supporting C-suite executives or Senior Vice Presidents in a large, complex organization (preferably global).
Exceptional organizational, planning, and time management skills.
Superior written and verbal communication skills.
Proven ability to handle confidential information with absolute discretion.
Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Strong ability to work independently, prioritize tasks, and manage multiple projects simultaneously under pressure.
Excellent problem-solving abilities and resourcefulness.
Meticulous attention to detail and accuracy.
Professional demeanor and strong interpersonal skills.
Ability to adapt quickly to changing priorities and environments.
Ability to anticipate needs and potential issues, taking initiative to resolve problems.
Ability to work in a fast-paced work environment
Willingness to have some flexibility regarding occasional early mornings, late evenings, or weekend availability to support the leader's schedule or travel.

Nice To Haves

Experience with collaboration tools (e.g., Teams, SharePoint) is a plus.
Associate's or bachelor's degree in business administration, Communications, or related field
Experience supporting an executive in a technology, data, or analytics-focused field.
Familiarity with large corporate structures and navigating internal processes.
A genuine interest in technology, data, or AI trends and how to leverage them to self-organize.

Responsibilities

Manage the leader's demanding and complex calendar
Schedule, manage attendees, and ensure the agenda and necessary materials are included and cascaded
Act as a primary point of contact, screening and prioritizing incoming calls, emails, and correspondence
Coordinate intricate domestic and international travel arrangements
Process expense reports accurately and in a timely manner
Cultivate strong working relationships with other Executive Assistants, leaders, Chiefs of Staff, team members, and external contacts
Provide light project coordination or support on initiatives related to the leaders' priorities
Manage administrative tasks for the leaders' office
Work with the leaders to build out the logistics required for onsite and offsite meetings and town halls
Work with external companies and JVs that the CTO is formal responsibility as a Ford representative
Handle all matters, materials, and communications with the highest level of confidentiality, integrity, and professionalism