Executive Assistant

Ford • Buffalo, NY

13d • Onsite

About The Position

In this position...
This role requires an individual who is flexible, resilient, and uses good judgment. This individual must have a high level of integrity and discretion in handling highly confidential business and personal information. This individual must be professional, friendly, and welcoming when interacting with senior leaders across the globe. They should possess excellent time and data management skills in order to coordinate various email activities and meeting notices across time zones. They should be able to work independently and have a high standard for delivering quality results. They should adapt to change with a positive attitude, be a quick learner, and self-motivated.
The successful candidate should have exceptional communication skills – both verbally and written – complete all tasks in a timely manner, understand how to prioritize, and be a problem solver. The candidate will need to understand the Company’s structure and will need to develop working relationships with other assistants, executive leaders, and operations partners. The candidate will be a valued member of the team and should be open to learning about the business beyond the day-to-day activities of the role.
What you'll do...

Requirements

• Associate’s degree preferred; will consider a High School diploma or GED combined with 8+ years of progressive experience.
• 3+ years of experience as an executive assistant or project manager
• 3+ years of Microsoft software experience (e.g., Outlook, SharePoint, OneDrive, PowerPoint, Word, Excel, and other related programs)
• Superior written and verbal communication skills, with a sharp eye for detail in editing and formatting executive-level presentations and reports.
• Demonstrated ability to handle highly sensitive and confidential information with absolute integrity and professionalism.
• Strong organizational and time-management skills, with the ability to prioritize conflicting needs and "see around corners" to prevent scheduling issues.
• The ability to build relationships and interface confidently with stakeholders at all levels, from front-line employees to C-suite leadership.
• A flexible mindset with the ability to pivot quickly in response to changing priorities or last-minute shifts in the executive's schedule.

Nice To Haves

• Bachelor's degree
• Excellent writing, editing, and proofreading skills
• Learns new software systems and products/cloud tools with ease
• Responsive, self-starter; takes initiative in resolving issues or concerns
• Detail-oriented, organized, and excellent time management skills
• Displays a high degree of integrity and maintains confidentiality of sensitive information
• Works well independently with minimal supervision
• Ability to work collegially and collaboratively within a team environment in an open-concept office area
• Comfortable interacting with all levels of the organization, from executive leadership to individual contributors
• Ability to plan, prioritize, and support multiple assignments simultaneously
• Willingness and flexibility to support across all North America time zones.

Responsibilities

• Act as a proactive partner to the executive, anticipating needs and adapting to their specific working style to maximize their daily efficiency and impact.
• Orchestrate the executive’s complex calendar and correspondence; resolve scheduling conflicts with poise and ensure the executive is briefed on all updates in real-time.
• Maintain and archive digital communications and records, ensuring full alignment with company retention schedules and organizational standards.
• Screen and prioritize incoming communications; curate essential reading materials and highlight critical information to keep the executive informed.
• Design and manage end-to-end travel itineraries—including international logistics, visas, and accommodations, while overseeing seamless expense reconciliation.
• Execute high-level meeting preparation by coordinating agendas, distributing materials, and managing technical logistics for both virtual and in-person environments.
• Serve as a professional gatekeeper by screening calls and welcoming guests, ensuring a premier experience for all visitors.
• Lead the planning and execution of staff meetings, off-sites, and team gatherings, managing everything from office space and technology to post-event follow-ups.
• Produce and edit high-quality reports, presentations, and budgets, ensuring impeccable accuracy and professional formatting.
• Serve as an adjunct member of the leadership team; attend key meetings to track assignments, take minutes, and ensure accountability for action items.
• Facilitate employee engagement by coordinating skip-level meetings and special projects that bridge the gap between leadership and the broader team.

Benefits

• Immediate medical, dental, vision and prescription drug coverage
• Flexible family care days, paid parental leave, new parent ramp-up programs, subsidized back-up child care and more
• Family building benefits including adoption and surrogacy expense reimbursement, fertility treatments, and more
• Vehicle discount program for employees and family members and management leases.
• Tuition assistance
• Established and active employee resource groups.
• Paid time off for individual and team community service
• A generous schedule of paid holidays, including the week between Christmas and New Year’s Day
• Paid time off and the option to purchase additional vacation time.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees