Executive Administrative Assistant

Job Description Summary

MPS is looking for a candidate who has demonstrated professionalism in working with all employees at all levels. The position requires proactive and strategic thinking ability to support the Novi, MI based executive team. This role demands a strong sense of urgency, the ability to work independently with good judgement.

Responsibilities and Duties

• Serve as a trusted business partner to the Executive Vice President (EVP), managing calendars, priorities, schedules, and competing demands across multiple time zones.
• Coordinate and prepare executive meeting materials, including agendas, presentations, reports, and supporting documentation.
• Manage domestic and international travel arrangements, including itineraries, accommodations, transportation, visas, and related logistics.
• Support executive presentations, reports, and communications through content development, formatting, proofreading, and quality control.
• Process and reconcile EVP expense reports in accordance with company policies.
• Plan and coordinate executive meetings, leadership events, customer and supplier visits, employee engagement activities, conferences, and other business functions.
• Manage meeting logistics, scheduling, invitations, agendas, meeting minutes, action item tracking, and follow-up communications.
• Draft, edit, and proofread executive correspondence, presentations, announcements, and other business communications.
• Serve as a key liaison between the EVP and internal and external stakeholders, ensuring professional, timely, and effective communication.
• Support office, facility, and workplace initiatives that contribute to organizational effectiveness and strategic growth.
• Provide administrative support and coverage for the broader Administrative Services team, including Front Office Administration, as needed.
• Maintain strict confidentiality while handling sensitive business and personnel information.
• Identify and implement process improvements that enhance efficiency, organization, and executive effectiveness.
• Perform additional duties and special projects as assigned.

Qualifications

• Bachelor's degree in Business Administration, Communications, or a related field from an accredited university preferred.
• Minimum of 5+ years of executive level administrative support experience, preferably supporting Executive Vice Presidents, C-suite executives, or global leadership teams.
• Experience supporting global teams within the automotive industry, including familiarity with OEM and supplier relationships.
• Experience planning and executing executive meetings, leadership events, customer visits, and employee engagement activities.
• Exceptional organizational, time management, and prioritization skills, with the ability to manage multiple competing priorities in a fast-paced environment.
• Experience coordinating complex domestic and international travel arrangements.
• Exceptional written and verbal communication skills, including experience preparing executive-level correspondence, presentations, and reports.
• Strong interpersonal skills with the ability to build effective relationships across all levels of the organization and with external stakeholders.
• Demonstrated ability to handle highly confidential information with discretion and professionalism.
• Strong problem-solving, critical thinking, and decision-making skills.
• Ability to work independently while effectively collaborating in a team environment.
• Valid documentation and ability to travel internationally, as required.

Technical Qualifications

• A high level of proficiency using Microsoft Word, PowerPoint, Excel and Outlook
• Experience using Concur system for expense reports
• Experience using CRM platforms, (ex. Salesforce) is preferred.

Travel Requirements

This position may require domestic and internation travel up to 10%.

We are a Canadian based employer, and employees must be able to legally travel to Canada for meetings and/or training.

Work Authorization

Must be legally authorized to work in the United States without current or future sponsorship.

Work Environment & Physical Demands

• The ability to work in an office environment.
• This may include sitting or standing for the majority of the day.
• Although infrequent you may need to lift, carry, push, and pull material.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Must be able to work onsite at least 5 days a week.

When visiting Multimatic or customer manufacturing facilities, are required to comply with facility personal protective equipment (PPE) requirements, which may include safety shoes, hearing protection, safety glasses, and other protective gear as applicable.

Affirmative Action/EEO Statement

Multimatic is an equal opportunity employer that prohibits discrimination, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or expression, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

To learn more about Multimatic, check out our youtube channel - https://www.youtube.com/watch?v=psOjJIh3t90

If you are interested in this position, apply by sending us your cover letter and resume.

We thank all interested candidates in advance; however, only individuals selected for interviews will be contacted.

As part of our commitment to ensuring our employment practices are fair, accessible, and inclusive of persons with disabilities, recruitment-related accommodations for disabilities, are available upon request throughout the recruitment and assessment process for applicants with disabilities.