Executive Assistant

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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