Executive Coordinator

Job Description

We’re looking for an Executive Coordinator to join our CEO Comms and Corporate Communications team. The position will provide daily administrative support, project work, and be immersed in a fast‑paced environment. This is a perfect role for someone who takes initiative, is resourceful, and thinks strategically. This will be a hybrid role based out of Dearborn, Michigan.

This role requires an individual who is flexible, resilient, uses good judgment, has the courage to challenge the status quo, and is always looking for ways to better the business. We are looking for someone who is self‑motivated, adapts to change with a positive attitude, a quick learner, has the confidence to ask for help when needed, and seeks solutions when needed.

This role will also serve as the bridge between CEO Communications and the CEO’s Office, serving as the lead on CEO requests, correspondence, and scheduling that aligns with and delivers the CEO’s Communications strategy. This individual will also work with CEO Communications and the CEO’s Office to develop and execute a framework and roadmap to evaluate all strategic global requests for the CEO to drive measurable results as we compete in an industry undergoing massive disruption.

• Support to the Executive Director, Corporate Communications and the Executive Director of CEO Communications; coordinate regularly with other executives’ calendars and Executive Assistants.
• Identify the preferred method of support for multiple executives and appropriately accommodate their working style. Partner with multiple executives to help them be efficient and effective with their time, consistently maintaining strong communication.
• Manage executives’ calendar and correspondence: maintain, prioritize and organize Outlook calendar/folders; keep multiple executives informed of changes.
• Optimize travel arrangements (transportation, accommodations, agenda) based on executives’ travel needs and preferences; manage complex itineraries, including any changes, and complete related expense reports.
• Assist multiple executives with preparing for meetings, including preparing materials, obtaining materials in advance, distributing materials, and keeping the executive on schedule; obtain appropriate support for virtual attendees as well as various media needs and other logistics.
• Assist with coordinating and managing meetings and events such as staff meetings, all‑hands meetings, off‑sites, skip levels and team gatherings, overseeing all calendaring, communication, technology, logistics and related follow‑up activities.
• Prepare, update, and organize information for inclusion in team strategy rooms, reports, correspondence, presentations, budgets, etc.; edit documents for accuracy, format, and arrangement of materials.
• Sort, screen, and distribute incoming and outgoing mail for the executive; highlight information of interest and/or curate reading material.
• Participate as an adjunct member of executives’ leadership team, including attending select meetings, taking notes, tracking assignments, and following up on assigned action items.
• Assist in keeping multiple executives well organized, including online retrieval and archiving of documents as well as supporting the Company’s records and retention schedule.
• Facilitate coordination/collaboration with key support functions (e.g., HR, Finance, Business Office) to implement governance, distribute information, and progress the business.
• Serve as the POV owner for coordinating all global Communications administrative matters with the CEO’s Office to drive the advancement of the CEO’s Communications objectives for the year.
• Working with CEO Communications, and the CEO’s Office to elevate the CEO’s brand by developing and executing:
  • A global key stakeholder request, correspondence, and scheduling process
  • A global intake process for incoming requests
  • A global CEO recognition framework and process internally and externally
  • A CEO framework and roadmap to strengthen key relationships internally and externally

• High School Diploma or GED.
• A minimum of 7+ years of related experience.