Administrative Assistant

Job Description

We are the movers of the world and the makers of the future. We get up every day, roll up our sleeves and build a better world — together. At Ford, we’re all a part of something bigger than ourselves. Are you ready to change the way the world moves?

Our Accessories and Personalization organization advances the Ford reputation as a visionary vehicle and mobility services company and helps deliver a trusted customer experience.

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 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 be self‑motivated.

A successful candidate should have exceptional communication skills — both verbal 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.

• Identifies the preferred method of support for the executive and appropriately accommodates their working style. Partners with the executive to help them be efficient and effective with their time, consistently maintaining strong communication.
• Manages the executive’s calendar and correspondence; resolves scheduling conflicts in a timely manner and keeps the executive informed of changes and updates.
• Maintains, organizes, and archives Outlook calendar, communications, and folders as appropriate, keeping the executive well‑organized and aligned to Company records and retention schedules.
• Sorts, screens, and distributes incoming and outgoing mail for the executive. Highlights information of interest and/or curates reading material.
• Participates as an adjunct member of the executive leadership team, including attending select meetings, taking notes, tracking assignments, and following up on assigned action items.
• Willingness and flexibility to support across all North America and European time zones.
• Optimizes travel arrangements (e.g., transportation, accommodations, agenda, visa/passports) based on the executive’s travel needs and preferences. Manages complex itineraries, including any changes. Completes related expense reports.
• Assists the executive with preparing for meetings, including preparing materials, obtaining materials in advance, distributing materials, and keeping the executive on schedule. Obtains appropriate support for virtual attendees as well as various media needs and other logistics.
• Assists with coordinating and managing meetings and events such as staff meetings, all‑hands meetings, off‑sites, team gatherings, etc., overseeing calendars, communication, technology, office space, logistics, and related follow‑up activities.
• Prepares, updates, and organizes information for inclusion in reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material.
• Coordinates employee skip‑level meetings and other interactions between executives and employees when appropriate.
• Assists with special projects as needed.
• Works well with remote employees in different time zones and countries, acknowledging the need for flexibility in scheduling.
• Highly adaptable to the fast‑paced work environment.
• Ability to manage multiple projects at once and not easily feel overwhelmed.
• A problem solver who anticipates the needs of the executive and team.
• Handle correspondence, reports, and presentations, and may be responsible for…