Office Administrator

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.

We made history and now we work to transform the future - for our customers, our communities and our families. You'll see your work on the road every day, helping people move freely and pursue their dreams. At Ford, you can build more than vehicles. Come build what matters. This role requires an individual who is flexible, resilient, and uses good judgment. This individual must have a high level of integrity and discretion in handling highly confidential business and personal information. This individual must be professional, friendly, and welcoming when interacting with senior leaders across the globe.

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.

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.