Executive Assistant

Key Responsibilities

1. Executive & Administrative Support

• Manage the Engineering Director's calendar, meetings, travel plans, and appointments.
• Organize leadership reviews, customer meetings, and global management visits.
• Prepare meeting agendas, minutes, and follow-up action trackers.
• Coordinate domestic and international travel arrangements.
• Manage confidential documents and correspondence.

2. Leadership Review & Governance Support

• Coordinate monthly, quarterly, and annual business reviews.
• Consolidate reports from Engineering functions.
• Track KPIs, action plans, and management commitments.
• Maintain governance dashboards and review schedules.
• Follow up with department heads on deadlines and deliverables.

3. Communication Management

• Draft professional emails, leadership communications, newsletters, and announcements.
• Prepare presentations for management reviews and board meetings.
• Coordinate communication with global R&D centers and management teams.
• Support townhalls, leadership workshops, and employee engagement activities.

4. Project & Portfolio Coordination

• Monitor engineering project status and milestone completion.
• Maintain project review trackers and escalation logs.
• Support RFQ, development, validation, industrialization, and launch reviews.
• Coordinate cross-functional activities between Engineering, Operations, Quality, Purchasing, and Program Management.

5. Data Analytics & Reporting

• Compile engineering KPIs and performance metrics.

• Generate monthly dashboards covering:

• Resource utilization

• Project status

• Innovation KPIs

• Cost-saving initiatives

• Engineering efficiency metrics

• Analyze trends and prepare management summaries.

6. Event & Workshop Management

• Organize leadership workshops, GER events, TPM/Kaizen programs, customer visits, and engineering conferences.
• Coordinate logistics, agendas, presentations, and communications.
• Ensure effective execution of management events.

7. Digital Tools & Process Support

• Maintain project management tools (PULSE, ORION, Power BI, SharePoint, etc.).
• Support digital transformation initiatives.
• Track workflow approvals and document management.

8. Stakeholder Management

• Act as the central coordination point between:

• Engineering Leadership Team

• Global R&D Centers

• HR

• Finance

• Manufacturing Plants

• Customers and Suppliers (when required)

Qualification

Education

• Bachelor's degree in Engineering, Business Administration, Management, or related field.
• MBA preferred.

Experience

• 46 years experience in Executive Assistant, Project Coordinator, Program Coordinator, PMO, or Business Operations roles.
• Experience in automotive, engineering, manufacturing, or R&D organizations preferred.

Required Skills

Technical Skills

• Advanced Microsoft Office (Excel, PowerPoint, Outlook, Teams)
• Power BI
• SharePoint
• Project Management Tools
• Dashboard Preparation

Behavioral Competencies

• Strong organizational skills
• Excellent communication skills
• High confidentiality and integrity
• Multi-tasking ability
• Problem-solving mindset
• Stakeholder management
• Attention to detail
• Proactive ownership

Key Deliverables / KPIs

• 100% on-time management review preparation.
• 95% action item closure tracking.
• Calendar and meeting efficiency.
• Quality of leadership communications.
• Accuracy of dashboard reporting.
• Customer and leadership visit coordination effectiveness.
• Engineering governance compliance.