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Executive Assistant

4 months ago

Auburn Hills, United States Phinia, Inc. Full time
Position

Executive Assistant - PHINIA Inc.

Location

Auburn Hills, MI

About us

PHINIA: Advancing sustainability today, powering carbon-free tomorrow

At PHINIA, we create premium fuel systems, electrical systems, and aftermarket parts for internal combustion engine (ICE) vehicles and industrial applications. We make sure our products are clean, efficient and high value, because we know the actions we take today will have a profound impact on the world tomorrow. Our goal? The cleanest ICE technology: carbon-free combustion.

Always, PHINIA puts quality first, continuing our legacy with over a century of rich expertise and technological innovation. The name PHINIA has roots related to "bright" and "future," representing our confidence and commitment to bettering the world.

Our Culture

We believe health and safety of our employees are a top priority, we care about our local communities and the global environment. PHINIA promotes and nurtures a diverse and inclusive environment, honors integrity, strives for excellence, commits to responsibility for our communities and the environment, and builds on the power of collaboration.

Career Opportunities

We believe in building a brighter tomorrow for our employees as well as our customers and encourage you to learn about our long history, strong culture, new technologies and future vision. We offer a strong local presence and interesting global opportunities. Join us on this shared journey toward a brighter tomorrow.

Key responsibilities
  • Provide full & comprehensive administrative support to the Vice President General Manager (VPGM) and the North American Leadership Team (NALT) for PHINIA Aftermarket. Provide administrative support to the rest of the North America region, and to visiting PHINIA executives and visitors as needed.
  • Manage all aspects of executive calendar: coordinating meeting schedules and gathering necessary information/material for preparation of meetings.
  • Coordinate complex travel plans, including booking flights, hotels, and ground transportation for domestic and international travel.
  • Organize and execute travel requirements for international travel such as obtaining visas.
  • Reconcile expense reports in a timely fashion to include travel authorization and accurate coding of transactions.
  • Assist VPGM and NALT in preparing presentations and other forms of correspondence.
  • Maintain confidentiality and security of data.
  • Handle routine correspondence from both internal team and external contacts.
  • Coordinate and maintain department workflow such as monthly and quarterly business and revenue reviews. Take notes and follow up on open actions during leadership and business meetings. Including establishing and maintaining filing and information systems.
  • Select and manage reservations for external team events (restaurants, team building, etc.).
  • Full responsibility to prepare for on-site meetings. Including ensuring rooms are available to the correct standard and appropriate catering is organized.
  • Attend management and other workplace meetings & take actions as necessary.
  • Provide support to the workplace team across the organization during busy times.
  • Ad hoc duties as required.

Job Requirements
  • 5+ years' administrative support experience in an EA/PA role supporting senior level executives.
  • 5+ years' experience with planning and executing international travel.
  • Proficient in Microsoft Suite and expense reporting software.

Preferred Skills & Capabilities
  • Undergraduate degree focused on business.
  • Experience in the automotive industry.
  • Ability to interact with all levels of the organization (executive and non-executive) as well as external stakeholders (suppliers, customers, industry connections).
  • Ability to prioritize multiple tasks to meet deadlines and be able to work under pressure. With the ability to stay calm in high stress situations.
  • High level of discretion related to sensitive and confidential data and executive plans.
  • Excellence in building trusting relationships with management and colleagues.
  • Strong written and oral communication skills.
  • High level attention to detail, demonstrated with superior organizational skills.
  • Willingness to work flexible hours including most of the time physically in office.
  • Outstanding judgment and problem-solving capabilities.
  • Self-starter who anticipates activities and proactively addresses issues.
  • Stays current and easily adopts new office technology & tools.
  • Agile and accustomed to high-pace environment with ability to multi-task multiple efforts and requests from leadership team.
  • Efficient calendar management to ensure the best use of time.
  • Proactive team player.
  • Can liaise and build relationships quickly and effectively with other PHINIA EAs across functions and geographies.
  • Champion being the first point of contact within the team and become the go to person.
  • Solution focused and a decision maker - taking away pain points for the team.
  • Willing to learn new ways of working and adapt to change.
  • Prepared to develop and improve skillset by undertaking role related training.
  • Always aim to be one step ahead

What we believe
  • Product Leadership - Innovation that brings value to our customers
  • Humility - Seeking out diverse perspectives and working collaboratively
  • Inclusivity - Recognizing our differences make us stronger; we are bold and intentional
  • Net-Zero - Committed to energy efficiency, waste reduction and beneficial reuse
  • Integrity - Taking responsibility for our decisions and doing what is right
  • Accountability - Taking ownership of our actions and for driving results

Safety

You will consistently hear us say Safety PHIRST We are committed to continually improving our strong safety performance to ensure that our employees go home as safe and as healthy as when they came in, or even better We also believe that health and safety is everyone's responsibility, as such, PHINIA employees will know and comply with all applicable safety policies, standards, and procedures. Work is expected to be conducted in a manner that stresses the importance of preventing incidents and illnesses, including attending all required safety meetings and trainings. The hazards of each task shall be assessed, and the risk shall be managed accordingly. It is expected that all incidents, near misses, and unsafe conditions are immediately reported to the direct manager, Human Resources, or Safety Representative.

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

PHINIA provides sponsorship for employment visa status based on business need. However, for this role, applicants must be currently authorized to work in the United States on a full-time basis.

No Unauthorized Referrals from Recruiters & Vendors

Please note that PHINIA does not seek or accept unsolicited resumes or offers from third party recruiters or staffing agencies associated with any published or unpublished employment opportunities. Any unsolicited information sent to PHINIA will be considered as unencumbered and free from any fee or charge whatsoever. Only members of our Human Resources Team have the authority to engage or authorize recruiting services, which must be agreed upon before the unsolicited resume or offer is received.

Advancing sustainability today, powering carbon-free tomorrow. Join us on this shared journey to a brighter tomorrow.

For more information about PHINIA, please visit www.phinia.com

#LI-Hybrid

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Career Scam Disclaimer: PHINIA makes no representations or guarantees regarding employment opportunities listed on any third-party website. To protect against career scams, job applicants should take the necessary precautions when interviewing for and accepting employment positions allegedly offered by PHINIA. Applicants should never provide their national ID numbers, birth dates, credit card numbers, bank account information or other private information when communicating with prospective employers or responding to employment opportunities online. Job applicants are invited to contact PHINIA through PHINIA's website to verify the authenticity of any employment opportunities.