Administrative Assistant (Supporting Plant Manager & Leadership Team)

 Administrative Assistant (Supporting Plant Manager & Leadership Team)

The Administrative Assistant acts as the operational engine and primary point of contact for the leadership team. This role goes beyond traditional administrative tasks; it requires a proactive professional who functions as the executive’s "right hand," managing their time strategically, facilitating global communications, and ensuring the office operates with the agility required by the Ford+ plan. The ideal candidate must be a problem-solving expert capable of handling sensitive information with absolute discretion and professionalism.

Key Responsibilities

• Multidimensional Support and Prioritization: Provide high-level administrative support to more than 3 leaders simultaneously (Plant Manager, OCM/Operating Committee, and adjutant leaders). Proactively manage overlapping priorities among leaders to ensure an efficient and frictionless team workflow.
• Strategic Calendar Orchestration: Autonomously manage complex and global calendars. This involves more than just scheduling; it requires "strategic time blocking" for the leader’s critical work and resolving scheduling conflicts across multiple time zones.
• Event Logistics and Vendor Management: Lead the planning and execution of departmental events, Town Halls, and leadership meetings. This includes:
  • Negotiating with external vendors to ensure high-quality services.
  • Direct interaction with Ford’s Purchasing department to manage contracts, purchase orders, and bidding processes required for events.
• Comprehensive Travel and Logistics Management: Design and coordinate domestic and international itineraries from start to finish (flights, hotels, ground transportation, and visas). Ensure the executive has "buffer time" for preparation between transfers.
• Financial and Expense Control: Manage and reconcile corporate expenses through Ford’s internal systems (Concur), ensuring strict compliance with the company’s travel and expense policies.
• Communication Liaison and Filtering: Act as the first point of contact. Filter, prioritize, and draft professional correspondence. Prepare high-impact PowerPoint presentations and monthly reports for leadership meetings.
• Meeting and Event Leadership: Coordinate the logistics for team meetings, Town Halls, and departmental events (in-person or via Teams). Record action items and follow up on deliverables to ensure team accountability.
• Information Management and Onboarding: Maintain organized digital filing systems (SharePoint/OneDrive). Support the onboarding process for new members of the LL3 Plant Manager’s team, managing equipment procurement and initial access requests.
• Special Projects: Lead or assist in ad-hoc initiatives, such as coordinating skip-level meetings and activities focused on strengthening organizational culture.

Required Qualifications

• Experience: 4 to 5 years of progressive administrative experience in global corporate environments, preferably supporting Director levels (LL3 Plant Manager) or higher.
• Languages:Advanced English proficiency (B2+ / C1). Ability to maintain business conversations, draft complex documents, and participate in global meetings without language barriers.
• Education: Bachelor’s degree preferred, or an Associate degree combined with proven relevant experience.
• Technical Proficiency:
  • Expert level in Microsoft 365 (Outlook, PowerPoint, Excel, SharePoint, and Teams).
  • Familiarity with corporate management software (SAP, Concur, or similar ERP systems).
  • Ability to quickly learn Ford’s proprietary systems.
• Confidentiality: Proven track record of handling highly sensitive information (personnel data, budgets, business strategy) with absolute discretion.