Executive Assistant – CEO
Descript
Design Executive, Admin/Coordinator
Ford Motor Company
full-time
Posted on:
Location Type: Hybrid
Location: Palo Alto • California • 🇺🇸 United States
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Support the Palo Alto based leadership (4 directors)
- Coordinate complex calendars, schedule meetings, appointments, and manage detailed travel arrangements (domestic and international), including itinerary planning, changes, and consideration for different time zones.
- Manage expense reporting processes, including completing reports for these Directors and reconciling credit cards.
- Ensure the Directors preparedness for meetings and engagements, securing required materials, logistical details, etc.
- Proactively anticipate the Director’s needs, taking initiative to address potential issues before they arise.
- Maintain and organize Outlook, communications, and folders as appropriate, keeping the Directors well-organized and aligned to Company records and retention schedules.
- Support and advocate for all workstreams and members of the Digital Product Design team.
- If local to Palo Alto, support management/organization of the office space, including but not limited to layout, supplies, group activities, executive visits, etc.
- Support and assist onsite events hosted by Digital Product Design, and support special projects as needed.
- Handle confidential business-related data with the utmost discretion, integrity, and sound judgment regarding appropriate information sharing.
- Continuously seek process improvements to increase productivity and efficiency of the Design organization.
Requirements
- High School Diploma, or equivalent combination of education, training and experience.
- 3+ or more years of experience as an executive assistant supporting senior leader(s).
- Knowledge of administrative procedures, software applications (such as Microsoft Office Word, Excel, PowerPoint, Teams, etc.), records management systems, and other business procedures and terminology.
- Excellent organizational skills, time management skills and attention to detail, including anticipating needs and being proactive.
- Excellent writing, editing, and proofreading skills.
- Displays a high degree of professionalism to maintain confidential information, deal with people tactfully, and help establish strong relationships and positive communication.
- Ability to work collegially within a team environment in an open concept office area.
- Ability and willingness to support a team with global operations and manage various time zones to promote meeting participation and employee engagement.
- Experience supporting creative leadership in a corporate design/marketing or agency setting (highly preferred but not required)
Benefits
- Immediate medical, dental, vision and prescription drug coverage
- Flexible family care days, paid parental leave, new parent ramp-up programs, subsidized back-up child care and more
- Family building benefits including adoption and surrogacy expense reimbursement, fertility treatments, and more
- Vehicle discount program for employees and family members and management leases
- Tuition assistance
- Established and active employee resource groups
- Paid time off for individual and team community service
- A generous schedule of paid holidays, including the week between Christmas and New Year’s Day
- Paid time off and the option to purchase additional vacation time
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
calendar managementexpense reportingrecords managementitinerary planningadministrative proceduresMicrosoft Officewriting skillsediting skillsproofreading skillsprocess improvement
Soft skills
organizational skillstime managementattention to detailproactiveprofessionalismtactfulnessrelationship buildingcommunicationteam collaborationdiscretion
Certifications
High School Diploma
