Executive Assistant

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REPORTS TO: Vice-President, Sales & Marketing  

POSITION SUMMARY: 

The Executive Assistant provides high-level administrative, planning, and coordination support to multiple functional leaders and executive team members, ensuring the efficient operation of key business activities and initiatives. This role requires exceptional organizational skills, discretion, and the ability to manage competing priorities in a fast-paced environment. 

The Executive Assistant acts as a trusted partner and liaison among business functions, supporting executive communications, event planning, meetings, travel coordination, and strategic projects while handling sensitive information with professionalism and confidentiality. 

ESSENTIAL DUTIES & RESPONSIBILITIES: 

• Provide administrative and organizational support to multiple leaders and functional teams.

• Manage complex calendars, coordinate meetings, and arrange domestic and international travel as required.

• Prepare, review, and distribute correspondence, presentations, reports, and other business documents.

• Gather information and assist in developing executive-level presentations, communications, and meeting materials.

• Serve as a key point of contact for internal and external stakeholders, fostering professional and collaborative relationships.

• Coordinate department, leadership, customer, and employee events, including logistics, venue arrangements, catering, travel, communications, and on-site support.

• Assist with special projects and cross-functional activities as assigned.

• Prepare expense reports and assist with travel-related documentation and reimbursements.

• Track schedules, coordinate support coverage, and provide backup assistance across departments as needed.

• Maintain department inventories, office supplies, promotional materials, and event-related resources.

• Handle confidential information with discretion and ensure compliance with company policies and governance standards.

• Perform other duties and special assignments as required. 

The above is intended to describe the general content of and the requirements for the performance of this position. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.

QUALIFICATIONS:

• High school diploma or GED required; post-secondary education preferred. 

• Proficiency with Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Teams. 

• Strong written, verbal, and interpersonal communication skills. 

• Exceptional organizational, planning, and project coordination abilities. 

• Ability to manage multiple priorities and deadlines with minimal supervision.

Education/Experience:

• Minimum five (5) years of administrative experience supporting senior leaders or multiple business functions. 

• Experience coordinating meetings, travel, events, and special projects. 

• Demonstrated ability to maintain confidentiality and exercise sound judgment. 

• Strong attention to detail and commitment to accuracy.

Competencies:

• Ability to work independently while collaborating effectively across functions.

• Strong business acumen and problem-solving skills.

• Adaptability and flexibility in a dynamic environment.

• Customer-service mindset and professional presence.

Physical Demands/Work Environment - Normal amount of sitting or standing, average mobility to move around an office environment, able to conduct normal amount of work at a computer, may require local, domestic and international travel. This position will be located out of Troy MI, or remote with a travel requirement. 

At Magna, we believe that a diverse workforce is critical to our success. That’s why we are proud to be an equal opportunity employer. We hire on the basis of experience and qualifications, and in consideration of job requirements, regardless of, in particular, color, ancestry, religion, gender, origin, sexual orientation, age, citizenship, marital status, disability or gender identity. Magna takes the privacy of your personal information seriously. We discourage you from sending applications via email or traditional mail to comply with GDPR requirements and your local Data Privacy Law.

As part of our commitment to a fair, consistent, and efficient recruitment process, we may use artificial intelligence (AI) tools to assist in the initial screening of applications submitted through our Workday system. These tools help identify qualifications and experience that align with the role requirements. Please note that AI is used solely to support our recruiters. Final decisions are always made by the hiring manager and the hiring team. Importantly, no applicant data is shared externally through these AI tools. All information remains securely within our systems and is handled in accordance with our privacy and data protection policies.

If you have any questions or concerns about this process, feel free to contact our Talent Attraction team.