Executive Assistant & Operations Coordinator
Location: Multimatic Engineering, Novi, Michigan, United States
Multimatic Inc. is a world class company that has experienced tremendous growth since its inception. This growth was achieved as a result of the skill and dedication of our employees.
From Art to Part.
Multimatic Engineering is a unique blend of high-volume, production-focused engineering, vehicle systems expertise and advanced R&D capability. We have a comprehensive development team supporting Multimatic’s manufacturing divisions while also providing contract engineering services to a variety of outside customers. Multimatic Engineering has design, analysis, electronics, vehicle dynamics and testing capabilities and closely collaborates with in-house prototype and tooling enabling a highly efficient product development process. Multimatic Engineering develops products for major automotive OEM’s and a growing number of niche vehicle manufacturers.
Multimatic Engineering is seeking an Executive Assistant/Operations Coordinator. In this role, you'll not only support our VP, Engineering in their day-to-day business activities, but you will support other members of the Engineering leadership team and enable important administrative aspects of engineering operations to run smoother and more efficiently. You will work with key internal and external stakeholders and juggle multiple priorities. If you have a hands-on, roll-up your sleeves, "get-it-done" attitude and are looking to "rev-up" your career, we'd love to meet you!
POSITION SUMMARY
Duties and Responsibilities:
- Executive Support (50%)
- Organize and coordinate the VP, Engineering’s daily calendar—scheduling all appointments, coordinating logistics for meetings, proactively consider needs related to calendar, manages calendar conflicts, and coordinates with other Executive Assistants as needed.
- Manage and arrange travel for the VP, Engineering.
- Track the VP’s expenses and prepare expense reports for reimbursement.
- Support the VP, Engineering as needed in preparing for internal or external meetings, conducting research, coordinating agenda items, compiling presentations, recording and distributing minutes and other similar tasks.
- Compose correspondence (memos, letters, forms) and other documents as requested.
- As appropriate, provide administrative support to other Executive Team members with respect to managing meeting logistics, making travel arrangements including support for immigration applications, and coordinating schedules
- Provide event support and planning, including meetings, lunch and learns, and staff events. This includes logistical research and planning, day-of support, and invoice/billing management.
- Provide Reception support during emergency situations as needed.
- Other administrative and coordinating support duties as needed.
- Operational Support (50%)
- Assist Engineering Systems Manager, Commercial Director and Commercial Managers with their projects, presentations, and meetings.
- Coordinate agenda and support for Engineering Operational Committee meetings.
- Coordinate operational projects and engineering tool / methods initiatives as needed.
- Support relationship with VI-Grade, invoicing, coordination of scheduling and overall support.
- Support implementation and utilization of Salesforce (CRM) within Engineering.
- Support ongoing Sales Coordination between the Engineering Group and MPS.
- Support other functional areas and members of the organization’s leadership team with special projects as needed. May include projects in HR, Sales, IT.
Education and Experience:
- Undergraduate Degree in Business or related field preferred or an equivalent combination of education and experience; experience in the automotive industry a decided asset.
- A minimum of 5 years previous related experience in executive support roles with at least 2 years of operational assistance experience.
- Must be able to be on site and ready to work from 8:00am to 5:00pm Monday to Friday with occasional overtime or flexibility beyond stated hours based on business or executive needs.
- Strong interpersonal skills, with the demonstrated ability to maintain tact, diplomacy and confidentiality.
- A solutions based stakeholder relations approach with clear written and verbal communication skills
- Demonstrated strong organizational skills.
- Good project management skills and ability to manage pressure and multiple, competing tasks, prioritizing requests, in time sensitive situations; effective follow up and completion of open items
- Demonstrated proficiency in Microsoft Office package, particularly in Excel, Word and PowerPoint; experience with Microsoft 365, SharePoint, MS Teams, and/or SalesForce is preferred.
- Detail oriented, sound judgment and a demonstrated team player.
- Ability and valid documentation to travel internationally.
If you are interested in this position, apply by sending us your cover letter and resume.
We thank all interested candidates in advance; however, only individuals selected for interviews will be contacted.
As part of our commitment to ensuring our employment practices are fair, accessible, and inclusive of persons with disabilities, recruitment-related accommodations for disabilities, are available upon request throughout the recruitment and assessment process for applicants with disabilities.