Senior Executive Assistant, Finance

Administrative Assistant

This position provides administrative support to the Finance Leadership team located at PHINIA's World Headquarters in Auburn Hills, MI. This is a hybrid position and candidates will be expected to be in office at least 3 days per week. The incumbent will be responsible for calendar management, planning and organizing meetings, coordinating travel arrangements, processing expense reports, maintaining Finance Intranet sites and distribution lists, sending global communications, organization of employee events; handling all logistics and arrangements, along with performing daily administrative tasks. This position requires superior communication and organizational skills, attention to detail, an ability to maintain confidentiality, take initiative and provide highly responsive, proactive support.

Key Responsibilities

• Manages distribution lists, global communications and central Finance calendar
• Coordinates domestic and international travel arrangements: Book flight arrangements and create travel trip itineraries, arranges for transportation, lodging and other needs while traveling; communicates with Executive(s) while traveling to ensure that they are fully informed of all issues arising; completes expense reports following travel
• Performs daily administrative tasks: Screen phone calls, reads and responds to emails and mail promptly, global calendar management, schedules meetings (including Teams, and onsite meetings) via Outlook, processes invoices, maintains contact with vendors and maintains department filing system, processes purchasing expense and auto reports; provides backup support for other leaders as needed
• Organize and prepare material for key meetings; ensuring that meetings are appropriate for the time zones, staying abreast of personnel changes, create minutes or follow up documents and ensuring that each meeting has Teams meetings and AV equipment organized
• Organize employee events domestically and abroad; handle all logistics and arrangements
• Takes the initiative to follow up on items arising from business meetings
• Drafts and edits documents, reports and correspondence as needed
• Other duties as assigned by supervisors

What We're Looking For

• Minimum of 7 years' experience as an administrative assistant including 3 years of experience supporting an Executive - associate degree preferred - Prior experience in a corporate environment
• Exceptionally proficient in the following software applications: Microsoft Word, PowerPoint, Excel, Outlook, Microsoft Teams; and possess Internet Savvy
• Experience with office administration, preparing presentations, maintaining multiple calendars, and event preparation
• Have the ability to attend certain key offsite meetings and customer functions
• Must have strong organizational skills including the ability to prioritize, handle multiple projects simultaneously, and meet deadlines
• Excellent interpersonal skills, communication skills and ability to maintain confidentiality
• Must be proactive, detailed - oriented, and able to work with minimum supervision
• Must have a strong work ethic and an expectation of working overtime when the workload deems necessary
• Priority Setting
• Functional/Technical Skills
• Action Oriented
• Interpersonal Savvy
• Informing
• Drive for Results
• Self-Knowledge
• Listening
• Dealing with Ambiguity
• Learning on the Fly

Equal Employment Opportunity

PHINIA is an equal employment opportunity employer such that all qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity/expression, national origin, disability or protected veteran status.

Visa Sponsorship

For this role, applicants must be currently authorized to work on a full-time basis in the country where the position is based. Only in certain circumstances, based on business need, does PHINIA provide sponsorship for employment visa status.

No Unauthorized Referrals

PHINIA does not accept unsolicited resumes from recruitment agencies or third-party vendors. Any recruitment partnership must be approved in writing by Human Resources before candidate submissions are made.

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