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Executive Assistant, Safety Office

Date: Mar 25, 2021

Location: Irvine, California, US

Company: KIA Motors America

At Kia, we’re creating award-winning products and redefining what value means in the automotive industry. It takes a special group of individuals to do what we do, and we do it together. Our culture is fast-paced, collaborative, and innovative. Our people thrive on thinking differently and challenging the status quo. We are creating something special here, a culture of learning and opportunity, where you can help Kia achieve big things and most importantly, feel passionate and connected to your work every day.

Kia provides team members with competitive benefits including premium paid medical, dental and vision coverage for you and your dependents, 401(k) plan matching of 100% up to 6% of the salary deferral, and time off starting at 14 days per year. Kia also offers company lease and purchase programs, company-wide holiday shutdown, paid volunteer hours, and premium lifestyle amenities at our corporate campus in Irvine, California.

Status

Exempt

Summary

Provide administrative and clerical support to the Vice President and two Directors to ensure their schedules, communications, and current projects are handled promptly and accurately.  Provide project management functions on matters relating to the Safety Department; vendor management; department budget and other projects as needed.   Perform administrative duties to support the entire department which is made up of the vice president, directors, engineers, and other staff. Responsibilities are related to regulatory case management, billing, preparing reports and presentations, troubleshooting, office support, and other ad hoc activities. Establish well-organized procedures and ensure overall department functions are efficient and effective.

Major Responsibilities

Priority Major Responsibilities %
1st Executive Support: Provide administrative and clerical support to the Executive Vice President and two Directors. Main responsibilities include answering phone calls, managing schedules, planning meetings, preparing reports, and presentations in a timely manner. Other tasks include arranging travel, maintaining filing system for confidential documents, processing business expenses, and planning executive luncheons, dinners, and other events as needed.  Provide administrative support for the KMNA Safety Office.  60%
2nd Project Management:  Provide project management and act as department’s main point of contact for projects relating to: current vendors and their contracts;  special projects as assigned by the Vice President and/or Directors;  manage and track department expenditures and budget and work with Directors on same. 20%
3rd General Responsibilities: Perform general responsibilities that keep the department functioning efficiently and effectively. Support department team members by ordering office supplies, submitting work orders, troubleshooting, distributing mail, and handling shipping requests. Other tasks include setting up department meetings and trainings, sending department notices, assisting with new hires/interns, and collaborating with other departments on ad hoc projects.   20%

 

Education/Certification

  • BA or BS Degree or equivalent combination of education and work experience
  • Degree preferred

Overall Experience

  • 5+ years administrative experience supporting an executive required

Directly Related Experience

  • Work experience at a large company or corporate office required
  • Automotive industry experience a plus

Skills

Document preparation and reporting kills
Strong organizational skills with the ability to manage and prioritize projects.
Proficient in MS Office, including Word, Excel, PowerPoint and Outlook.
Excellent communication skills required (written and oral)
Detail-oriented and proactive
Ability to adapt to change of priorities, and working in a fast paced environment
Familiarity with the AS400 and SAP programs a plus, but not required
Familiarity with Siebel a plus, but not required
Ability to maintain the utmost confidentiality on all matters

Competencies

Adapting to Change
CHALLENGE - Solving Complex Problems
Championing Customer Needs
COLLABORATION - Building and Supporting Teams
Communicating Effectively
CUSTOMER - Serving Customers
Delivering High Quality Work
Entrepreneurial Thinking
GLOBALITY - Showing Community and Social Responsibility
PEOPLE - Interacting with People at Different Levels

 

Equal Employment Opportunities

KMA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, ancestry, national origin, sex, including pregnancy and childbirth and related medical conditions, gender, gender identity, gender expression, age, legally protected physical disability or mental disability, legally protected medical condition, marital status, sexual orientation, family care or medical leave status, protected veteran or military status, genetic information or any other characteristic protected by applicable law.  KMA complies with applicable law governing non-discrimination in employment in every location in which KMA has offices.  The KMA EEO policy applies to all areas of employment, including recruitment, hiring, training, promotion, compensation, benefits, discipline, termination and all other privileges, terms and conditions of employment.

 

Disclaimer:  The above information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification and for this position.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.


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