Executive Assistant

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What we offer:

Group Summary:

The Executive Assistant to the President provides high-level administrative and forward planning support to the President and other team members, ensuring the efficient operation of the executive office. This role requires exceptional organizational skills, discretion, and the ability to manage complex priorities in a fast-paced environment. The Executive Assistant acts as a trusted liaison between the President and internal/external stakeholders, handling sensitive information with the utmost confidentiality and professionalism.

The Executive Assistant’s responsibilities within these categories are described as follows:

• Manage the President’s calendar, schedule meetings, and coordinate travel arrangements, ensuring optimal time management and prioritization.

• Serve as the primary point of contact for internal and external stakeholders, maintaining strong relationships and representing the President’s office with professionalism.

• Draft, review, facilitate, and manage correspondence, presentations, and reports on behalf of the President. Gather appropriate information and ensure accuracy in the development of memos, reports, letters, presentations and other documents. Distributes information, as directed.

• Prepare agendas, briefing materials, and minutes for executive meetings; follow up on action items to ensure timely completion.

• Assist other administrative support staff in coordinating coverage, as needed, and provide back-up support for additional departments.

• Maintain and ensure the accuracy of information contained in databases, spreadsheets, or other files as directed by President and executive management. Manages accurate and up-to-date organization charts.

• Prepare expense reports.

• Track scheduled time off for applicable employees.

• Process outgoing mail and sort/distribute incoming mail.

• Coordinate travel and luncheon arrangements for meetings and conferences.

• Maintain and administer office inventory of supplies for assigned departments.

• Coordinate employee and customer events/meetings, as needed.

• Support strategic initiatives and special projects, conducting research and providing analytical insights as required.

• Handle sensitive information with discretion and ensure compliance with organizational policies and governance standards.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, ability and/or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Special Knowledge/Skills –

• High school degree or GED

Experience – Minimum of five (5) years administrative experience to include some experience supporting executive level management.

• Proficient with spreadsheet, presentation, and database applications.

• Ability to work independently, while also being a vital member of an administrative support team.

• Strong communication skills: verbal and written.

• Strong organizational skills and the ability to successfully complete multiple tasks within established and changing deadlines.

• Must demonstrate high initiative, accuracy, and the ability to maintain confidential information, records, and/or files.

• Strategic thinking and business acumen.

• High emotional intelligence and interpersonal skills.

• Strong attention to detail and accuracy.

• Adaptability and resilience in a dynamic environment.

Physical Demands/Work Environment –

• Normal amount of sitting or standing, average mobility to move around an office environment, able to conduct normal amount of work at a computer, may require travel.

• May require overtime.

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.

AI-Assisted Screening Disclosure

As part of our commitment to a fair, consistent, and efficient recruitment process, we may use artificial intelligence (AI) tools to assist in the initial screening of applications submitted through our Workday system. These tools help identify qualifications and experience that align with the role requirements. Please note that AI is used solely to support our recruiters. Final decisions are always made by the hiring manager and the hiring team. Importantly, no applicant data is shared externally through these AI tools. All information remains securely within our systems and is handled in accordance with our privacy and data protection policies.

Under conditions defined by applicable law, you may have the right to request an explanation of how AI is used to support decision-making.

If you have any questions or concerns about this process, feel free to contact our Talent Attraction team.