Executive Administrative Assistant
MAHLE Industries, Inc.


Job Info


SUMMARY

Under the direct supervision of the Vice President, Finance, Accounting, IT & Legal Affairs NA, this position provides administrative support to the VP, Finance, and other members of the corporate office Finance & Accounting Leadership Team. In addition to coordinating calendars and scheduling meetings, this position performs duties such as developing and finalizing presentations, booking travel, coordination of small and large meetings, obtaining supplies, coordinating informational emails, handling of Purchasing ("P cards) cards and working on special projects. Also answers non-routine questions, creates purchase orders and assembles confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures.

ESSENTIAL DUTIES AND RESPONSABILITIES

  • Provides executive level, professional administrative support to VP and the leadership team.
  • Prepares materials for presentations utilizing Microsoft PowerPoint, Excel, Word and other systems as required.
  • Schedules and organizes activities such as meetings, travel and department activities for various members of the department.
  • Schedules and hosts regular leadership staff meetings and ensure appropriate documentation is received from all participants. Responsible for meeting minutes and assigned task follow up.
  • Plans and/or coordinates detailed travel arrangements (can include small and large groups) for both domestic and international travel and lodging.
  • Answer routine questions regarding travel coordination and the travel expense process. Work with travel coordination team to ensure policies are being understood and communicated properly.
  • Completes expense reporting via Concur travel and expense system.
  • Acts as a liaison with other departments and outside vendors, including high-level staff such as CEOs, executives and directors.
  • Works in cooperation with other assistants to improve processes.
  • Handles confidential and non-routine information and explains policies when necessary.
  • Works independently and within a team on special nonrecurring and ongoing projects.
  • Acts as project coordinator for special projects as requested, which may include: planning and coordinating multiple presentations, disseminating information and coordinating meeting invitations.
  • Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads document for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
  • 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.

QUALIFICATIONS
  • High school diploma required. Associates degree preferred.
  • At least four years of administrative experience required.
  • Proficiency in MS Office (MS Excel, Work and PowerPoint).
  • Excellent time management skills and ability to prioritize work.
  • Attention to detail and problem-solving skills.
  • Excellent written and verbal communication skills.
  • Strong organizational skills with the ability to multi-task.
  • Fluent in Spanish or German is a plus.

Do you have any questions?

SETH.KELLY@MAHLE.COM


This job has expired.

More Manufacturing and Production jobs


EXPANSIA
Chantilly, Virginia
Posted 40 minutes ago

EXPANSIA
Nashua, New Hampshire
Posted 40 minutes ago

EXPANSIA
Washington, District of Columbia
Posted 40 minutes ago

Get Hired Faster

Subscribe to job alerts and upload your resume!

*By registering with our site, you agree to our
Terms and Privacy Policy.