Executive Administrative Assistant

Executive Administrative Assistant

Together, we move the world—we've been doing it for over 100 years. At MAHLE, as a leading international development partner and systems supplier to the automotive industry, we pursue the objective of making mobility more efficient, more environmentally friendly, more convenient, and more economical. As part of our dual strategy, we are working both on the intelligent combustion engine for the use of hydrogen and other nonfossil fuels and on technologies for fuel cells and e-mobility.

MAHLE generated sales of €11.3 billion in 2025. Employing just under 65,000 people at 127 production locations and 11 technology centers, the company is represented in 28 countries. Join our MAHLE team! #weshapefuturemobility

Your Contribution As an Executive Administrative Assistant reporting to the Vice President of Thermal and Fluid Systems NA, you will provide comprehensive support to the Business Group Vice President and leadership team, working closely with department directors to ensure smooth daily operations. This role manages complex calendars, coordinates meetings and events of all sizes, oversees travel arrangements, assists with approval processes, & manages special projects.

This role is responsible to:
Provide executive level, professional administrative support to VP and the leadership team. Consistently manage what reaches the VP, filtering requests, and protecting focus time. Handle confidential and non-routine information and explain policies when necessary. Prepare high-quality presentations, reports, and documents using Microsoft PowerPoint, Excel, Word & other systems as required. Draft and design general correspondences, memos, charts, tables, graphs, business plans, etc.

Responsible for accuracy and clarity of communications final copy. Manage complex calendars, coordinate logistics for small and large gatherings, schedules meetings, and ensure appropriate documentation is received from all participants. Responsible for note taking and assigned task follow up. Plan and/or coordinate detailed travel arrangements (can include small and large groups) for both domestic and international travel. Answer questions regarding travel coordination and the travel expense process.

Work with travel coordination team to ensure policies are being understood and communicated properly. Act as a liaison with other departments and outside vendors, including high- level staff such as CEOs, executives and directors. Work in cooperation with other assistants to improve processes. Serve as a project coordinator for special projects as requested, which may include: planning and coordinating multiple presentations, disseminating information and coordinating meeting invitations.

Create purchase orders for department business activities, working with accounts payable and department employees to ensure payment is made on a timely basis. Assist the team in welcoming new employees and ensure their onboarding experience is positive and successful. Complete expense reporting via Concur travel and expense system. Other duties as assigned.

Your Experience & Qualifications High school diploma/ GED required. Associates degree preferred. 10+ years of administrative experience required, including 5 years supporting executive level leaders. Experience in the automotive industry is highly desired. Ability to manage confidential and sensitive information with discretion & prioritize a variable workload in a fast‑paced environment is required. Must have excellent communication skills and demonstrate the ability to use organizational agility to accomplish the goals of the business Must be strongly proficient in MS Office (MS Excel, Work and PowerPoint Teams).

Strong attention to detail and problem-solving is a must. Must have strong initiative and the ability to work well in a team environment. Proven success operating in a high ambiguity environment is required. Experience in SAP Concur (Expense reports & travel booking) is highly preferred. Global or multi-national business experience is a plus.

Our Offering We will provide a collaborative environment working on exciting assignments, along with…