Executive Administrative Assistant

Description Overview : RECARO Automotive is seeking an Executive Administrative Assistant for the Clinton Township, MI Corporate Headquarters to provide administrative support to the President / COO and the Senior Leadership Team.

The ideal individual must be able to exercise good judgment in a variety of situations, possess strong critical thinking skills and have excellent written and verbal communication skills.

The Executive Administrative Assistant must be able to work under pressure at times with tight deadlines to handle a wide variety of activities and confidential matters with discretion and professionalism.

Job Responsibilities

• Manages the President / COO calendar, email, mail, and phone calls.
• Arranges executive travel, accommodations, itineraries, correspondence related to arrangements as needed.
• Coordinate approval of documents (e.g. compliance, certification, release, etc.), and ensure complete documentations are included.
• Greets clients and visitors at the office. Ensures conference rooms are reserved and prepared for meetings. Assist in preparation of materials for meetings and guests' visits.
• Proactive in coordinating and optimizing schedules of the leadership teams using thought leadership.
• Plans, organizes, coordinates meetings, workshops, functions, events both on-site and off-site.
• Prepare executive expense reports timely.
• Take meeting minutes and publish timely on leadership Teams site within 24-48 hours.
• Effectively communicate desired deliverables of executive management to guide the teams' efforts.
• Point of contact for travel procedures, support employees in making travel arrangements, support improving travel related procedures, identifying area with potential cost savings.
• Point of contact for expense procedures, support of employees with expense related questions and issues.
• Point of contact between the Executives Admins within RECARO globally to manage information flow.
• Point of contact to maintain documentation retention for RECARO Corporate Headquarters.
• Support and ensure open communication (ie. Support with NDA signatures, travel support, etc.) to all regions within RECARO Automotive (North America, Japan, Germany and China JV).

Minimum Qualifications

• Bachelor's Degree in business administration or related field.
• 2-4 years of relevant experience, preferably in the automotive industry.
• Self-motivated and able to work proactively independently as well as in a team.
• Ability to prioritize and manage ad-hoc projects, in addition to the multiple day-to-day tasks.
• Ability to work against firm deadlines, willing to independently manage workload in a dynamic environment, be adaptable and flexible
• Attention to details and ability to maintain confidentiality.
• Budgeting and basic finance knowledge, e.g. ability to manage vendor invoices of events.
• Excellent oral, written, interpersonal communication skills and professional telephone etiquette.
• Experience in office administration and support, preferably in Automotive Industry.
• Highly organized and able to function in a dynamic, fast paced environment and able to perform multiple tasks under strict deadlines.
• Possess maturity, confidence, and poise to interact effectively with staff at all levels.
• Proficient in use of a personal computer and various software packages (e.g. MSWord, Excel, Outlook, PowerPoint and Microsoft Teams).
• Solid project and team coordination, scheduling, administrative and organizational skills.
• Technically savvy in having the right skills and intuitive knowledge to operate modern devices effectively and how to apply them in different context.

Preferred Qualifications

• Familiarity with PLEX ERP system, Concur, MS Teams and similar tools.
• Knowledge of Automotive Tier 1 or 2 organizations and processes is a plus.
• Fluency in German is very beneficial in the international working environment, however not required.
19 days ago