Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• Minimum of 5 years of executive-level administrative support experience.
• Experience supporting global teams within the automotive industry, including familiarity with OEM and supplier relationships.
• Experience planning and executing executive meetings, leadership events, customer visits, and employee engagement activities.
• Exceptional organizational, time-management, and prioritization skills, including the ability to manage competing priorities in a fast-paced environment.
• Experience coordinating complex domestic and international travel arrangements.
• Exceptional written and verbal communication skills, including experience preparing executive-level correspondence, presentations, and reports.
• Strong interpersonal skills and ability to build effective relationships across organizational levels and with external stakeholders.
• Demonstrated ability to handle highly confidential information with discretion and professionalism.
• Strong problem-solving, critical-thinking, and decision-making skills.
• Ability to work independently and collaborate effectively in a team environment.
• Valid documentation and ability to travel internationally as required.
• High proficiency with Microsoft Word, PowerPoint, Excel, and Outlook.
• Experience using Concur for expense reports.
• Must be legally authorized to work in the United States without current or future sponsorship.
• Must be able to work onsite at least five days a week.
• Must be able to work in an office environment, which may involve sitting or standing for most of the day.
• Must be able to lift, carry, push, and pull material when needed, although this is infrequent.
• When visiting Multimatic or customer manufacturing facilities, must comply with applicable facility PPE requirements, which may include safety shoes, hearing protection, safety glasses, and other protective gear.

Nice To Haves

• Bachelor's degree in Business Administration, Communications, or a related field from an accredited university.
• Experience supporting Executive Vice Presidents, C-suite executives, or global leadership teams.
• Experience using CRM platforms such as Salesforce.

Responsibilities

• Serve as a trusted business partner to the EVP by managing calendars, priorities, schedules, and competing demands across multiple time zones.
• Coordinate and prepare executive meeting materials, including agendas, presentations, reports, and supporting documentation.
• Manage domestic and international travel arrangements, including itineraries, accommodations, transportation, visas, and related logistics.
• Support executive presentations, reports, and communications through content development, formatting, proofreading, and quality control.
• Process and reconcile EVP expense reports in accordance with company policies.
• Plan and coordinate executive meetings, leadership events, customer and supplier visits, employee engagement activities, conferences, and other business functions.
• Manage meeting logistics, scheduling, invitations, agendas, minutes, action-item tracking, and follow-up communications.
• Draft, edit, and proofread executive correspondence, presentations, announcements, and other business communications.
• Serve as a liaison between the EVP and internal and external stakeholders, ensuring professional, timely, and effective communication.
• Support office, facility, and workplace initiatives that contribute to organizational effectiveness and strategic growth.
• Provide administrative support and coverage for the broader Administrative Services team, including Front Office Administration, as needed.
• Maintain strict confidentiality when handling sensitive business and personnel information.
• Identify and implement process improvements that enhance efficiency, organization, and executive effectiveness.
• Perform additional duties and special projects as assigned.