Executive Coordinator

Audi • Reston, VA • 2w ago

Executive Coordinator (Job Number: AUD001967)DescriptionJob Summary: We’re looking for a highly-organized, team-oriented Executive Coordinator to support Audi of America’s SVP of Brand Marketing and Communications and Chief Finance Officer. The ideal candidate will have high emotional intelligence, strong multitasking skills, calm under pressure and extreme attention to detail. This role works closely with the leadership team and key internal and external stakeholders, acting as a bridge between the executive leaders and the organization. They are the chief of staff for the teams, supporting executive and senior leaders, team prioritization, calendar management, special projects, travel scheduling, expense management and event planning. If you’re a team player with a positive attitude who thrives in a people-forward role – come join us! Job Responsibilities: Calendar & Meeting Management (40%)

Proactively manage executive outlook calendars and schedules to ensure efficient time management, supporting internal and external stakeholder requests.
Demonstrate knowledge of business priorities and global stakeholders to effectively communicate and triage executive requests
Serve as the “first line” between Audi executives and key external stakeholders with warm, professional and timely written and verbal communications
Schedule departmental meetings, prepare agendas, coordinate technology set up, take meeting minutes & ensure timely follow-up for tasks assigned to the team during meetings.
Ability to quickly synthesize messages and prioritize incoming requests
Serve as the central “hub” for the team; Oversee master department calendars and ensure they are updated and accurate
Plan meetings including site selection, travel budget, meeting minutes & all meeting logistics & communications. Administrative Duties (40%)
Proactively support executive team members with projects, tasks and key issues as identified
Act with extreme discretion on sensitive topics, able to keep confidentiality on key business topics
Serve as key administration hub for the teams to ensure business is running efficiently and effectively
Be a culture champion. Under direction of executives, create and manage team culture activities
Participate on a cross-functional team with other ECs in the Audi of America organization
Draft clear, concise written communication for internal and external audiences
Manage team tools, track key department tasks, keep calendars updated
Screen & route communication from both internal & external (including media/journalists) sources with discretion
Create and share weekly executive tracker with key duties, projects and outstanding topics
Partner with global support teams to schedule meetings, update trackers and keep team informed
Manage internal process tasks with timeliness and appropriate detail – prepare, track and follow-up on check requests, purchase requisitions, RFQs, KSRM and more, as required
Maintain signature authorizations/deletions
Support onboarding of department new hires (order equipment, process forms, building access, etc.)
Support onsite team with admin needs, catering, etc
Provide back-up administrative support for other executive team members, as required Travel & Expenses (20%)
Schedule domestic and international travel
Support Senior Directors and above with expense and travel support
Monitor departmental travel, verify need for travel & approve on behalf of the department
Ensure travel details are tracked and leaders have detailed advance itineraries and support needed
Proactively troubleshoot travel changes
Partner with Executive Coordinator's across the organization to be sure appropriate events/travel are shared with master calendars
Prepare, submit & track expense reports; maintain appropriate records.QualificationsRequired Experience:

5+ years of experience project management, administrative support, chief of staff or similar role in marketing or communications

Required Education:

High School Diploma or equivalent

Desired Education:

Bachelor's Degree

Required Skills:
Skilled in use of travel/expense system (Concur preferred)
Familiar with Microsoft Teams
Ability to use Word and PowerPoint effectively
Highly-organized
Strong professionalism
Experience booking international travel Desired Skills:

Administrative Assistant experience Marketing experience German language skills

Volkswagen Group of America is an Equal Opportunity Employer. We welcome and encourage applicants from all backgrounds, and do not discriminate based on race, sex, age, disability, sexual orientation, national origin, religion, color, gender identity/exp

LI-MN1

LI-Hybrid

Primary Location: United States-Virginia-Reston

Audi

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