Share this Job
Create AlertCreate Alert

Executive Assistant II

Date: Oct 3, 2018

Location: Querétaro, Mexico, QUE, MX

Company: HARMAN International

Requisition Id : 112005 

Additional Work Location(s) ​​​​​:  

Position Summary:

This position will perform a variety of administrative and clerical support for a Director of Engineering member (function or Division Head) using advanced office skills and knowledge of organization's policies and procedures.  This role will work with confidential information on a regular basis. Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and representing upper management using discretion on their behalf. 

 

Job Responsibilities: 

  • Arrange for domestic and international business and travel schedules for numerous employees including upper management, proactively coordinating the pre-planning of trips with various internal functions, while maintaining each individual’s personal agenda. 
  • Organize agendas and make arrangements for the Executive while managing, coordinating, and complementing senior mangement’s time and promoting the corporate image by representing the organization internally and externally.
  • Maintain and update the tracking system or department related databases including financial documents. 
  • Ability to expedite passports, visas, welcome letters and other international entry rules for many HARMAN sites. 
  • Prepare and compose basic correspondence, reports, and memorandums from instructions of the supervisor, using more advanced features in several computer programs such as word processing, spreadsheet, and graphic softwares.
  • Budget responsibility for all costs associated with departmental supplies. Includes order preparation, tracking, and annual budgeting of costs.
  • Prepare internal and external presentations through several refinement cycles into final document form for review by upper management, including board of directors. 
  • Submit expense reports on behalf of numerous staff members, approve and/or deny reports on behalf of supervisors, and have the ability to use discretion when apporving or denying such reports. 
  • Knowledge of SAP and functions.  Familiarity of SAP and ability to create and route purchase requisitions and orders to the correct department heads, skill to modify SAP account profiles and  creation of new user account. 
  • Submits reports specific to supervisor’s staff schedules and cost center transactions, maintaining this information on hand for direct communication. 
  • Schedule and maintain calendar appointments, set up meetings and prepare, type, and distribute itineraries. 
  • Order supplies and maintain office equipment.
  • Order or engineering equipments, creating Purchasing Request, issuing of Purchasing Orders and fololowign up with shipments and deliveries.
  • Set up and maintain file system; carry out routine office procedures, such as photocopying, filing, etc.
  • Organize incoming vistor’s travel and sustain a relationship between vistor and face of the company.  
  • Coordinate several site services payments like electricity, network connections, maintenances, rent, parking tags, etc.
  • Coordinate with finance time sheet monthly report and control.
  • Coordination of Jr Site Coordinator tasks.
  • Advanced Microsoft PowerPoint, Excel, Word,  and Outlook skills.
  • Control and maintenances of engineering employees training records and efficiency projects.

 

Basic Qualifications:

  • Associate Degree; Bachelor’s preferred
  • 5+ years of related administrative experience.
  • Experience working with executives.
  • Highly experienced in MS Office applications.
  • Considerable knowledge of principles and practices of executive administration.
  • Effective oral and written communication skills, excellent interpersonal skills.
  • Technical aptitude with the ability to engage in a variety of project work.
  • Ability to maintain official documents and records, recognizing confidentiality of sensitive information.
  • English 90%. Excellent written and verbal communication skills.

 

Eligibility Requirements:

  • This position will be supporting Director of Engineering within HARMAN. The incumbent must have a “Can Do” attitude. Must be extremely organized and have superb communication skills. We are looking for someone who thrives in a dynamic environment.
  • Must have strong general administration support experience (Expense reporting, Travel arrangements, Meeting organization / Coordination, Departmental Communication, and Calendar management) as well as vendor management and IT support experience.  These skills sets are very critical for this particular role.
  • Willingness to travel (< 10% of the time)
  • Willingness to work in an office in Querétaro, QRO, Mexico.
  • Any offer of employment is conditioned upon the successful completion of a background investigation and drug screen.

HARMAN (harman.com) designs and engineers connected products and solutions for automakers, consumers, and enterprises worldwide, including connected car systems, audio and visual products, enterprise automation solutions; and services supporting the Internet of Things.  With leading brands including AKG®, Harman Kardon®, Infinity®, JBL®, Lexicon®, Mark Levinson® and Revel®, HARMAN is admired by audiophiles, musicians and the entertainment venues where they perform around the world. More than 25 million automobiles on the road today are equipped with HARMAN audio and connected car systems. Our software services power billions of mobile devices and systems that are connected, integrated and secure across all platforms, from work and home to car and mobile. HARMAN has a workforce of approximately 30,000 people across the Americas, Europe, and Asia. In March 2017, HARMAN became a wholly-owned subsidiary of Samsung Electronics. HARMAN is an Equal Opportunity /Affirmative Action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or Protected Veterans status.  HARMAN offers a great work environment, challenging career opportunities, professional training and competitive compensation. Looking for a challenge where your experience is valued? Come see what you can achieve as a leader with HARMAN!  (www.harman.com)

 


Job Segment: Administrative Assistant, Secretary, Engineer, ERP, Clerical, Administrative, Engineering, Technology