Senior Executive Assistant, Finance

PHINIA • Auburn Hills, MI

5d • Hybrid

About The Position

This position provides administrative support to the Finance Leadership team located at PHINIA’s World Headquarters in Auburn Hills, MI. This is a hybrid position and candidates will be expected to be in office at least 3 days per week. The incumbent will be responsible for calendar management, planning and organizing meetings, coordinating travel arrangements, processing expense reports, maintaining Finance Intranet sites and distribution lists, sending global communications, organization of employee events; handling all logistics and arrangements, along with performing daily administrative tasks. This position requires superior communication and organizational skills, attention to detail, an ability to maintain confidentiality, take initiative and provide highly responsive, proactive support.

Requirements

• Minimum of 7 years’ experience as an administrative assistant including 3 years of experience supporting an Executive
• Prior experience in a corporate environment
• Exceptionally proficient in the following software applications: Microsoft Word, PowerPoint, Excel, Outlook, Microsoft Teams; and possess Internet Savvy
• Experience with office administration, preparing presentations, maintaining multiple calendars, and event preparation
• Have the ability to attend certain key offsite meetings and customer functions
• Must have strong organizational skills including the ability to prioritize, handle multiple projects simultaneously, and meet deadlines
• Excellent interpersonal skills, communication skills and ability to maintain confidentiality
• Must be proactive, detailed - oriented, and able to work with minimum supervision
• Must have a strong work ethic and an expectation of working overtime when the workload deems necessary

Nice To Haves

• associate degree preferred

Responsibilities

• Manages distribution lists, global communications and central Finance calendar
• Coordinates domestic and international travel arrangements: Book flight arrangements and create travel trip itineraries, arranges for transportation, lodging and other needs while traveling; communicates with Executive(s) while traveling to ensure that they are fully informed of all issues arising; completes expense reports following travel
• Performs daily administrative tasks: Screen phone calls, reads and responds to emails and mail promptly, global calendar management, schedules meetings (including Teams, and onsite meetings) via Outlook, processes invoices, maintains contact with vendors and maintains department filing system, processes purchasing expense and auto reports; provides backup support for other leaders as needed
• Organize and prepare material for key meetings; ensuring that meetings are appropriate for the time zones, staying abreast of personnel changes, create minutes or follow up documents and ensuring that each meeting has Teams meetings and AV equipment organized
• Organize employee events domestically and abroad; handle all logistics and arrangements
• Takes the initiative to follow up on items arising from business meetings
• Drafts and edits documents, reports and correspondence as needed
• Other duties as assigned by supervisors

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree