Office Administrator

Job Title

In this position...

The successful candidate should have exceptional communication skills – both verbally 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.

What you'll do...

• Serves as the primary point of contact and administrative partner to the Executive identifying their preferred method of support and appropriately accommodating their working style.
• Manages the Executive's calendar; proactively resolves scheduling conflicts, prioritizes competing requests, and keeps the executive informed of changes and updates in a timely manner.
• Prepares, reconciles, and submits expense reports for the Executive, ensuring accuracy and compliance with Company policy and timely processing.
• Coordinates all aspects of domestic and international travel arrangements (e.g., transportation, accommodations, agenda, visa/passports) based on the executive's needs and preferences; manages itinerary changes as they arise.
• Assists the executive in preparing for meetings, including preparing and distributing
• Greets and assists planned guests and manages unannounced visitors professionally.
• Assists with coordinating and managing Quality staff meetings, all-hands meetings, off-sites, and team events, including calendars, communication, technology, office space, logistics, and follow-up activities.
• Prepares, updates, and organizes information for reports, correspondence, presentations, and budgets; edits documents for accuracy, format, and arrangement of material.
• Maintains, organizes, and archives Outlook calendar, communications, and files as appropriate, keeping the executive well-organized and aligned to Company records and retention schedules.
• Coordinates employee recognition, skip-level meetings, and other interactions between the executive and employees when appropriate.
• Manages office supplies and administrative needs for the leadership team, placing orders as required.
• Assists with special projects and other administrative duties as needed.

You'll have...

• High school diploma or GED.
• 2+ years of experience as an administrative assistant, executive assistant, coordinator, or project manager.
• 2+ years of Microsoft software experience (e.g., Outlook, SharePoint, One Drive, PowerPoint, Word, Excel, and other related programs).

Even better, you may have...

• Bachelor's degree or professional associate's degree.
• Prior experience supporting a senior executive with calendar management, travel coordination, and expense reporting.
• Excellent writing, editing, and proofreading skills.
• Learns new software systems and products/cloud tools with ease.
• Responsive, self-starter; takes initiative in resolving issues or concerns.
• Detail-oriented, organized, and excellent time management skills.
• Displays a high degree of integrity and maintains confidentiality of sensitive information.
• Works well independently with minimal supervision.
• Ability to work collegially and collaboratively within a team environment in an open-concept office area.
• Comfortable interacting with all levels of the organization, from executive leadership to individual contributors.
• Ability to plan, prioritize, and support multiple assignments simultaneously.

You may not check every box, or your experience may look a little different from what we've outlined, but if you think you can bring value to Ford Motor Company, we encourage you to apply!

As an established global…