Executive Assistant
- Coordinate calendar of Head of BGNA, ensure timely scheduling and communication of key meetings. Address scheduling conflicts timing.
- Ensure Head of BGNA has all necessary information prior to meetings to ensure proper preparedness. This includes review of prior meeting minutes, agenda and understanding of key actions.
- Plan and coordinate detailed travel arrangements for both domestic and international travel and lodging for Head of BGNA and Executive Committee. This will include managing travel for Board of Directors and Global Executive from other business groups.
- Plan and/or coordinate detailed arrangements for various events for Head of BGNA and Executive Committee. Events may include multi-day offsite meetings, multi-day internal on-site meetings, specific dinner events, etc. Some examples are Strategy Meetings, Conferences/Trainings, special events in Farmington Hills, plant dinners, etc.
- Coordinate all information for various Head of BGNA Meetings, ensure Executive Committee Members provide updates in timely fashion, consolidate into presentation, review presentation for accuracy and ensure order and agenda of presentation matches the right themes of the meeting. Steers the presentation during the respective meeting.
- Utilizes a variety of methods to resolve problems, and implement new processes, standards compliance, etc. Analyzes information from a variety of sources (internet, books, technical manuals, colleagues). Organizes and presents data in a clear and concise manner.
- Anticipates the Head of BGNA and Executive Committee needs and proactively brings together appropriate people and resources to address executive issues.
- Enhances the Head of BGNA’s reputation by accepting ownership for accomplishing new and different requests and exploring opportunities to add value to job accomplishments.
- Prepare information for review with Head of BGNA to support CEO Message updates, General Board Meeting Updates, Business Updates, and various other communications.
- Prepare correspondence, such as draft emails or intracompany communications as directed.
- Support Executive Committee Members with the development, coordination, and preparation of various presentations and reports.
- Maintain Board Room, including the schedule for use, appearance, beverages, etc….
- Coordinate and support employee engagement initiatives, for example, Seasonal Sporting Event Tickets, Annual Picnic, Christmas Party, Christmas Decorating, and/or Executive Cookouts.
- Maintain all receipts and prepare expense reports for Head of BGNA and Executive Committee. Review expense reports with the CFO and the respective violator’s Functional lead and identify areas of policy violation.
- Support Executive Committee as requested, with invoices, SAP shopping carts, travel arrangements, etc.
- Manages the BGNA travel management system and collaborates with international subject matter experts to improve employee’s user experience.
- Other duties as assigned
- Associate’s or Bachelor’s degree, or college degree will be seen as a plus
- 7-10 years administrative experience, having previous experience working directly for a CEO or other Executive.
- Must maintain a high degree of confidentiality and integrity as information in their preview. If information is communicated inappropriately could have negative impact on employees and business.
- International experience with a multi-national company is preferred. There’s a significant amount of coordination with global executive assistants or various Executive Committee Members.
- Must have excellent organizational skills, and be detail oriented.
- Must be able to work under limited supervision, and take the right initiatives to ensure timely / accurate completion of tasks.
- Must be well organized and be able to pay close attention to details.
- Must be able to manage multiple tasks, and meet tight deadlines.
- Must be fluent in English, understanding of German language is considered a plus
- Ability to write reports, business correspondence, and procedure manuals
- Ability to effectively present information and respond to questions from groups of managers, clients, customers, and relative international management
- Basic math skills are required
- Ability to accurately and quickly interpret data, and provide the Head of BGNA with key insights and summary
- Ability to create spreadsheets for various checks and calculations
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Ability to quickly identify an error or issue and develop the right processes to sustain long-term solution.
- Ability to make decisions and execute decisions aligned with Autoneum’s culture and values.
- High Level of efficiency with Microsoft Office Products, especially Excel, Power Point, and One Note
- Knowledge of Microsoft Outlook
- Knowledge of ERP System to establish PO requests, etc… as necessary
- Proficiency with travel (Egencia) and expense systems (MobileXpense)
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