Executive Assistant

Position Description:

We are looking for an Executive Assistant / Operations Admin for a temporary assignment to provide essential administrative and operational support to our leadership team and department. This role is responsible for managing complex calendars and travel, organizing and facilitating a variety of meetings and events, assisting with departmental planning activities including data support, and contributing to smooth communication and a positive team environment. We are seeking a highly organized, detail-oriented individual with excellent coordination and communication skills, capable of managing diverse tasks effectively in a fast-paced setting.

Skills Required:

Administrative Assistant, Executive Assistant

Skills Preferred:

Strategic Communication

Experience Required:

Minimum 4-6 years experience as an Executive Assistant. Experience with establishing processes and managing large scale initiatives, tasks Strong leadership and excellent coordination skills across multi-level organization stakeholders, Planning, Prioritization, Effective Written/Verbal communication, Presentation and Public speaking skills, ability to mediate and resolve key issues to be successful in this role and meet expectations Self-directed, resourceful, relationship builder and comfortable with operating in ambiguity. Ability to work collaboratively with others and navigate complex decision making in a fast-paced environment with many moving parts Excellent MS Office knowledge. Outstanding organizational and time management skills. Excellent verbal and written communications skills. Discretion and confidentiality. Strong attention to detail and great diligence; and The ability to be proactive and take initiative.

Education Required:

Bachelor's Degree

Additional Information :

This role will report into the IT Director, located in Australia. Organise and Facilitate leadership meetings, including weekly staff calls - setting agendas, driving discussions, and assigning next steps. Booking and arranging travel and accommodation and processing travel claims. Proactive diary management to ensure meetings are at an appropriate time and organizing global meetings across multiple geographies and time zones. Organizing events, bookings and conferences including parking. Liaising with Ford employees in different locations to organize meetings and clarify assignments. Schedule and manage agendas for key department meetings i.e. OCM and Business Reviews etc. Plan/facilitate/organize learning events to support employee upskilling from both technical and leadership aspects Schedule and lead quarterly leadership engagements, including All Hands and On-Site sessions, including setting the agenda, getting guest speakers, handling building logistics Drive a culture of knowledge sharing, inclusivity, transparent communication, and celebration of success. Scheduling regional events for IT i.e. Personal Development Days Performing general planning support including the management of headcount and financial data for the department and facilitating purchase orders Managing the reward and recognition process for the department.