Administrative Assistant Engineering NA

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Provide administrative support to the Senior Director of Engineering North America and others as designated. Direct and manage the daily administrative activities for the Senior Director and North America Engineering department. Provide daily support through managing schedule/calendar, preparation of reports, presentations, documents and all other administrative support activities.

Executive Support & Calendar Management;

• Proactively manage and optimize the Senior Director of Engineering’s calendar, prioritizing meetings based on strategic importance and urgency.
• Coordinate complex scheduling across multiple time zones, working closely with the other Adminitrative Assistants in Global Engineering.

Travel & Expense Coordination

• Arrange domestic and international (department) travel via the company travel agency and database, ensuring compliance with company travel policies.
• Prepare and reconcile expense reports via the expense management system, Concur.

Meeting & Event Coordination

• Plan and support leadership workshops, team events, and other internal/external meetings as required including logistics, catering, and technology/room setup.
• As needed; sit in on meetings with leadership and prepare meeting minutes, follow up items, and track tasks utilizing Microsoft Teams planner or other tools.

Data & Document Management

• Administer and maintain departmental databases and systems (Microsoft Teams Channel(s) and files/folders), including Microsoft 365 (Excel, Word, PowerPoint, Outlook), SharePoint, Visio, SAP easyDocs, and other enterprise tools.
• Prepare high-quality reports, presentations, and various other documents as required for the department.

Process Optimization & Digital Tools

• Drive adoption of AI tools to automate routine tasks, improve document workflows, and enhance productivity.
• Identify opportunities for process improvements and implement best practices for administrative operations.
• Maintain secure, confidential files and records in compliance with company policies and data privacy standards.

Communication & Correspondence

• Manage incoming communications (email, teams, etc.) and respond promptly using professional judgement and prioritization.
• Maintain confidentiality of sensitive business information and records.
• Coordinate (scheduling, preparation of materials, coordination with presenters) and moderate presentation materials for local and regional Engineering Communications Meetings.
• Responsibility for other projects or tasks to support the engineering department as required.
• Support the administrative needs of other departments as necessary or during planned vacations/absences for other department administrative staff.

• Minimum of 3-5 years’ experience providing administrative support at senior management level in a large, complex organization. Experience supporting Director level or above strongly preferred.
• Global support experience strongly preferred.
• Experience preparing reports, presentations, and materials for distribution required.
• Strong knowledge of Microsoft 365 (Excel, Word, PowerPoint, Outlook), SharePoint, Visio, SAP easyDocs, and other enterprise tools.
• Ability to communicate to colleagues in all levels of the company, outside vendors, and customers both verbally and through written communication required.
• Demonstrated organizational and time management skills with the ability to multitask.
• Detail oriented.
• Associates degree preferred.

• Practice and maintain integrity while following Magna’s Charter and Constitution.
• Follow Magna’s Code of Conduct and Ethics and related compliance policies.
• Supports and adheres to policies, procedures, and operational guidelines related to established quality management system (IATF 16949).
• Drive the development of new technologies to improve quality, efficiency and reduce cost.
• Comply with safety policies and procedures to ensure duties of self are performed in a safe manner.
• Health & Safety responsibilities:
  •  Understand applicable Environmental, Health & Safety policies and procedures in the workplace.
  •  Report unsafe conditions immediately.
  •  Report injuries, accidents, illnesses, near misses, property damage immediately.
  •  Follow safety rules.
  •  Comply with requirements for the use or operation of machines or equipment.
  •  Comply with Personal Protective Equipment (PPE) requirements.
• Create a positive work environment by demonstrating and sharing functional/technical knowledge.
• Develop and maintain a responsive and cooperative working relationship with internal and external customers.
• Treat everyone with dignity, trust and respect.
• Complete additional duties and responsibilities as assigned.
• Comply with Magna’s information and data protection policies.

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.

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.

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