Executive Assistant

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What we offer:
At Magna, you can expect an engaging and dynamic environment where you can help to develop industry-leading automotive technologies. We invest in our employees, providing them with the support and resources they need to succeed. As a member of our global team, you can expect exciting, varied responsibilities as well as a wide range of development prospects. Because we believe that your career path should be as unique as you are.
Group Summary:
The Mechatronics, Mirrors and Lighting group specializes in automotive technologies that are driving the future of mobility. Combining a deep systems knowledge to develop unique vehicle access experiences, intelligent visions systems and advanced automotive lighting technologies, MML's expertise light the path to innovation, safety and styling.
Job Responsibilities:
GENERAL

• Efficiently coordinates and organizes a multi-task workload and initiates appropriate follow-up actions as required
• Addresses and works to resolve Administrative Support Staff issues/concerns and elevates issues as appropriate to management staff
• Answers and screens telephone calls, independently determining which, should be handled by executives, subordinates, or other departments, relieving executive from routine interruptions
• Assists other Administrative Support staff in coordinating telephone/support coverage as needed
• Facilitates communication between executives, staff, management and customers; including international and multiple site locations
• Gathers appropriate information and ensures accuracy in the development and typing of memos, reports, letters, presentations, and other documents utilizing word processing, spreadsheet, presentation, or other database software applications
• Types, composes, revises, proofreads and distributes memos, reports, letters, presentations and other documents utilizing word MS Office Suite Products or other software applications as required
• Maintains and ensures the accuracy of information contained in databases, spreadsheets or other files as directed by management
• Provides verification of department-specific reports and data for accounting purposes
• Coordinates executive travel including obtaining travel visas, and liaising with Corporate Immigration on visa renewal and prep of letters of invitation
• Maintains calendars for executives
• Organizes and maintain correspondence and department files as needed
• Coordinates meetings and makes luncheon arrangements as needed including global offsite meetings and events
• Maintains office equipment/supplies, as requested and additional office duties as needed
• Assists in initial audit/preparation of expense reports (i.e. ensures all required documentation is attached)
• Completes special projects as assigned
• Follows Magna's Code of Conduct & Ethics and related compliance policies
• Perform other duties as required
• Upholds the principles of the Magna Employee's Charter, Magna's Operational Principles, Magna's Environmental Health and Safety Policy & Procedures, MML Quality Policy, Program Execution Process and Business Protocols. Must understand and respect the laws and cultures in countries which Magna conducts business & Magna compliances.

FINANCIAL RESPONSIBILITY

• Must understand and comply the laws and cultures in countries which Magna conducts business & Magna compliances.
• Involvement in financial matters is on a level of providing data only and/or making recommendations.

LEADERSHIP RESPONSIBILITY

• No direct supervision of incumbents and/or work units/departments.

HEALTH, SAFETY AND ENVIRONMENTAL RESPONSIBILITY

• Ensure all safety and non-safety rules and regulations are followed
• Ensure adherence to established quality and housekeeping standards
• Review and adhere to MML's health and safety, environmental, and quality standards, operating procedures, and policies
• Respond immediately to items brought to his/her attention with respect to hazards, defects or non-compliance issues
• Understand and uphold the policies that prohibit workplace violence and harassment
• In addition to the above, the duties include those specified under the Occupational Health & Safety Act

EDUCATION:

• Post Secondary diploma in related field or equivalent combination of education and experience

KNOWLEDGE, SKILLS, & ABILITIES

• 3 - 5 years of office experience, including 2 years of providing administrative support to senior management
• Working knowledge of word processing, spreadsheets and PowerPoint
• Excellent time/resource planning skills
• Strong presentation development skills
• Strong communication skills, verbal and written
• Strong organizational skills and the ability to successfully complete multiple tasks within established and changing deadlines with attention to detail
• Proficient with MS Office Suite Programs
• Ability to gather informal and incomplete information in time to do generate resolutions
• Maintain discretion/confidentiality

WORKING CONDITIONS:

• The majority of the job is performed in a standard office environment with minimal risk or harmful elements.
• Occasional visits to manufacturing facilities
• Job requires dealing with confidential and sensitive information and situations.
• Job requires handling of stressful situations
• Valid Driver's License required

CORE COMPETENCIES

• Think Strategically
• Act Decisively
• Inspire Others
• Prioritize Achievement

Awareness, Unity, Empowerment:
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.
Worker Type:
Regular / Permanent
Group:
Magna Mechatronics, Mirrors & Lighting