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Magna International · 2 days ago

Administrative Assistant Engineering NA

Troy, Michigan, US

Full-time

Onsite

Senior Level

5+ years exp

Magna International is a premier supplier for the global automotive industry, creating world-class powertrain systems. The Administrative Assistant will provide vital administrative support to the Senior Director of Engineering North America, managing schedules, coordinating travel, and overseeing departmental communications.

AutomotiveIndustrial EngineeringManufacturing

Responsibilities

Provide administrative support to the Senior Director of Engineering North America and others as designated

Direct and manage the daily administrative activities for the Senior Director and North America Engineering department

Provide daily support through managing schedule/calendar, preparation of reports, presentations, documents and all other administrative support activities

Proactively manage and optimize the Senior Director of Engineering’s calendar, prioritizing meetings based on strategic importance and urgency

Coordinate complex scheduling across multiple time zones, working closely with the other Administrative Assistants in Global Engineering

Arrange domestic and international (department) travel via the company travel agency and database, ensuring compliance with company travel policies

Prepare and reconcile expense reports via the expense management system, Concur

Plan and support leadership workshops, team events, and other internal/external meetings as required including logistics, catering, and technology/room setup

As needed; sit in on meetings with leadership and prepare meeting minutes, follow up items, and track tasks utilizing Microsoft Teams planner or other tools

Administer and maintain departmental databases and systems (Microsoft Teams Channel(s) and files/folders), including Microsoft 365 (Excel, Word, PowerPoint, Outlook), SharePoint, Visio, SAP easyDocs, and other enterprise tools

Prepare high-quality reports, presentations, and various other documents as required for the department

Drive adoption of AI tools to automate routine tasks, improve document workflows, and enhance productivity

Identify opportunities for process improvements and implement best practices for administrative operations

Maintain secure, confidential files and records in compliance with company policies and data privacy standards

Manage incoming communications (email, teams, etc.) and respond promptly using professional judgement and prioritization

Maintain confidentiality of sensitive business information and records

Coordinate (scheduling, preparation of materials, coordination with presenters) and moderate presentation materials for local and regional Engineering Communications Meetings

Responsibility for other projects or tasks to support the engineering department as required

Support the administrative needs of other departments as necessary or during planned vacations/absences for other department administrative staff

Qualification

Microsoft 365SAP easyDocsReport preparationOrganizational skillsTime managementMultitaskingCommunication skillsDetail oriented

Required

Minimum of 5 years' experience providing administrative support at senior management level in a large, complex organization

Experience supporting Director level or above strongly preferred

Experience preparing reports, presentations, and materials for distribution required

Strong knowledge of Microsoft 365 (Excel, Word, PowerPoint, Outlook), SharePoint, Visio, SAP easyDocs, and other enterprise tools

Ability to communicate to colleagues in all levels of the company, outside vendors, and customers both verbally and through written communication required

Demonstrated organizational and time management skills with the ability to multitask

Detail oriented