Job Information
Ford Motor Company Administrative Assistant (Supporting Plant Manager & Leadership Team) in Kin Mex, Mexico
Administrative Assistant (Supporting Plant Manager & Leadership Team)
The Administrative Assistant acts as the operational engine and primary point of contact for the leadership team. This role goes beyond traditional administrative tasks; it requires a proactive professional who functions as the executive’s "right hand," managing their time strategically, facilitating global communications, and ensuring the office operates with the agility required by the Ford+ plan. The ideal candidate must be a problem-solving expert capable of handling sensitive information with absolute discretion and professionalism.
Key Responsibilities
Multidimensional Support and Prioritization: Provide high-level administrative support to more than 3 leaders simultaneously (Plant Manager, OCM/Operating Committee, and adjutant leaders). Proactively manage overlapping priorities among leaders to ensure an efficient and frictionless team workflow.
Strategic Calendar Orchestration: Autonomously manage complex and global calendars. This involves more than just scheduling; it requires "strategic time blocking" for the leader’s critical work and resolving scheduling conflicts across multiple time zones.
Event Logistics and Vendor Management: Lead the planning and execution of departmental events, Town Halls, and leadership meetings. This includes:
Negotiating with external vendors to ensure high-quality services.
Direct interaction with Ford’s Purchasing department to manage contracts, purchase orders, and bidding processes required for events.
Comprehensive Travel and Logistics Management: Design and coordinate domestic and international itineraries from start to finish (flights, hotels, ground transportation, and visas). Ensure the executive has "buffer time" for preparation between transfers.
Financial and Expense Control: Manage and reconcile corporate expenses through Ford’s internal systems (Concur), ensuring strict compliance with the company’s travel and expense policies.
Communication Liaison and Filtering: Act as the first point of contact. Filter, prioritize, and draft professional correspondence. Prepare high-impact PowerPoint presentations and monthly reports for leadership meetings.
Meeting and Event Leadership: Coordinate the logistics for team meetings, Town Halls, and departmental events (in-person or via Teams). Record action items and follow up on deliverables to ensure team accountability.
Information Management and Onboarding: Maintain organized digital filing systems (SharePoint/OneDrive). Support the onboarding process for new members of the LL3 Plant Manager’s team, managing equipment procurement and initial access requests.
Special Projects: Lead or assist in ad-hoc initiatives, such as coordinating skip-level meetings and activities focused on strengthening organizational culture.
Required Qualifications
Experience: 4 to 5 years of progressive administrative experience in global corporate environments, preferably supporting Director levels (LL3 Plant Manager) or higher.
Languages: Advanced English proficiency (B2+ / C1). Ability to maintain business conversations, draft complex documents, and participate in global meetings without language barriers.
Education: Bachelor’s degree preferred, or an Associate degree combined with proven relevant experience.
Technical Proficiency:
Expert level in Microsoft 365 (Outlook, PowerPoint, Excel, SharePoint, and Teams).
Familiarity with corporate management software (SAP, Concur, or similar ERP systems).
Ability to quickly learn Ford’s proprietary systems.
Confidentiality: Proven track record of handling highly sensitive information (personnel data, budgets, business strategy) with absolute discretion.