Executive Assistant

5 months ago

Newmarket, Canada Magna International Inc. Full time

**Job Number**: 62367
**Group**: Magna Mechatronics, Mirrors & Lighting
**Division**: Mechatronics, Mirrors & Lighting Group Office

**Job Type**: Permanent/Regular
**Location**: NEWMARKET
**Work Style**:
**About us**

We see a future where everyone can live and move without limitations. That’s why we are developing technologies, systems and concepts that make vehicles safer and cleaner, while serving our communities, the planet and, above all, people.

Forward. For all.

**Group Summary**

The 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.

**About the Role**:
The Executive Assistant performs full confidential, secretarial and administrative duties for one or more executives and efficiently coordinates and organizes a multi task workload and initiates follow-up actions.

**Your Responsibilities**:

- 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
- 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
- Maintain up-to-date passport database and ensure travelers are informed of expiring passports, visas, etc. to ensure appropriate travel documentation
- Provides support services, e.g., copying, faxing, ordering of supplies, etc., as needed.
- 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 leave tracking database for executives direct reports in the Group Office
- Maintains office equipment/supplies, as requested
- 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

**Your preferred qualifications**:

- Post Secondary diploma in related field or equivalent combination of education and experience
- 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

Accommodations for disabilities in relation to the job selection process are available upon request.

**What we offer**:
At 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.

**Awareness. Unity. Empowerment.**:

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