Location: Fully onsite. This role operates in a fast-paced environment and may require flexibility for early mornings, late evenings, or occasional weekend availability to support the Director’s schedule and travel.
Position Overview:
Seeking a highly experienced, proactive, and exceptionally organized Business Coordinator to provide high-level administrative and operational support to the Global Director of Service Engineering & Operations (SE&O) . This role is critical to ensuring the Director’s effectiveness by managing a complex schedule, coordinating meetings and events, and handling sensitive information with discretion. The Business Coordinator will also collaborate with the SE&O Business Office on strategic initiatives and operational tasks.
Key Responsibilities:
- Executive Calendar Management:
- Manage a demanding and dynamic calendar across multiple time zones, coordinating internal and external meetings, resolving scheduling conflicts, and ensuring optimal time utilization.
- Meeting & Event Coordination:
- Organize meetings, prepare agendas and materials, and ensure technology support is in place. Plan and execute events ranging from small offsites to large-scale internal Town Halls.
- Communication Management:
- Serve as the primary point of contact for emails and correspondence, prioritizing communications and coordinating with internal teams, executives, dealers, and stakeholders.
- Travel & Expense Management:
- Arrange complex domestic and international travel, including flights, accommodations, ground transportation, and visas. Prepare detailed itineraries and manage expense reports in compliance with company policies.
- Relationship Building:
- Foster strong working relationships with executive assistants, team members, and external contacts to support seamless operations.
- Project Coordination:
- Support initiatives aligned with the Director’s priorities and SE&O Business Office, including tracking action items and coordinating cross-functional input.
- Office Operations:
- Manage administrative tasks such as ordering supplies, coordinating with facilities, and maintaining a well-functioning executive office environment.
- Event Logistics:
- Collaborate with the SE&O Business Office to manage logistics for onsite and offsite meetings, including catering and event setup.
- Confidentiality & Discretion:
- Handle all communications and materials with the highest level of professionalism, confidentiality, and integrity.
Required Skills & Qualifications:
Education:
- High School Diploma or GED required
- Associate degree required
- Bachelor’s degree in Business Administration, Communications, or related field preferred
Experience:
- Minimum of 7 years of progressive experience supporting executives in a large, complex global organization
- Experience working with global executives strongly preferred
- Prior experience at Ford Motor Company is a plus
Technical Proficiency:
- Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Proficiency in Microsoft Teams and SharePoint
- Familiarity with collaboration and project tracking tools (e.g., YouTrack)
Core Competencies:
- Exceptional organizational and time management skills
- Strong written and verbal communication abilities
- Ability to manage multiple priorities under pressure
- High attention to detail and accuracy
- Professional demeanor and interpersonal skills
- Proven discretion in handling confidential information
- Ability to anticipate needs and proactively resolve issues