Executive Assistant

Job descriptions may display in multiple languages based on your language selection.What We OfferAt 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 SummaryThe 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 ResponsibilitiesGENERALEfficiently coordinates and organizes a multi-task workload and initiates appropriate follow-up actions as requiredAddresses and works to resolve Administrative Support Staff issues/concerns and elevates issues as appropriate to management staffAnswers and screens telephone calls, independently determining which, should be handled by executives, subordinates, or other departments, relieving executive from routine interruptionsAssists other Administrative Support staff in coordinating telephone/support coverage as neededFacilitates communication between executives, staff, management and customers; including international and multiple site locationsGathers 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 applicationsTypes, composes, revises, proofreads and distributes memos, reports, letters, presentations and other documents utilizing word MS Office Suite Products or other software applications as requiredMaintains and ensures the accuracy of information contained in databases, spreadsheets or other files as directed by managementProvides verification of department-specific reports and data for accounting purposesCoordinates executive travel including obtaining travel visas, and liaising with Corporate Immigration on visa renewal and prep of letters of invitationMaintains calendars for executivesOrganizes and maintain correspondence and department files as neededCoordinates meetings and makes luncheon arrangements as needed including global offsite meetings and eventsMaintains office equipment/supplies, as requested and additional office duties as neededAssists in initial audit/preparation of expense reports (i.e. ensures all required documentation is attached)Completes special projects as assignedFollows Magna’s Code of Conduct & Ethics and related compliance policiesPerform other duties as requiredUpholds 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 RESPONSIBILITYMust 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 RESPONSIBILITYNo direct supervision of incumbents and/or work units/departments.HEALTH, SAFETY AND ENVIRONMENTAL RESPONSIBILITYEnsure all safety and non-safety rules and regulations are followedEnsure adherence to established quality and housekeeping standardsReview and adhere to MML’s health and safety, environmental, and quality standards, operating procedures, and policiesRespond immediately to items brought to his/her attention with respect to hazards, defects or non-compliance issuesUnderstand and uphold the policies that prohibit workplace violence and harassmentIn addition to the above, the duties include those specified under the Occupational Health & Safety ActEducationPost Secondary diploma in related field or equivalent combination of education and experienceKnowledge, Skills, & Abilities3 - 5 years of office experience, including 2 years of providing administrative support to senior managementWorking knowledge of word processing, spreadsheets and PowerPointExcellent time/resource planning skillsStrong presentation development skillsStrong communication skills, verbal and writtenStrong organizational skills and the ability to successfully complete multiple tasks within established and changing deadlines with attention to detailProficient with MS Office Suite ProgramsAbility to gather informal and incomplete information in time to do generate resolutionsMaintain discretion/confidentialityWorking ConditionsThe 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 situationsValid Driver’s License requiredCORE COMPETENCIESThink StrategicallyAct DecisivelyInspire OthersPrioritize AchievementAwareness, Unity, EmpowermentAt 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 TypeRegular / PermanentGroupMagna Mechatronics, Mirrors & Lighting