When you join Daimler, you become an agent of change within our global community of people working to create a cleaner, safer, and more efficient world for today and tomorrow. Through innovation at all levels, our teams ensure our world-changing brands continue to increase the quality of life and the business success of our customers, their customers, and the world around them. The Daimler Trucks North America (DTNA) brand portfolio is second to none, and includes Freightliner Trucks, Western Star Trucks, Detroit engines and components, Thomas Built Buses and Freightliner Custom Chassis.
We are the undisputed leader in the commercial vehicle market and the industry’s technology trendsetter. Empowered by purpose, DTNA employees drive a Technology Revolution through innovative products and a customer-centric culture. Our dedication to our customers and society does not end once our products hit the road. That’s because we believe that business success and social responsibility go hand in hand. We immerse ourselves in our customer’s experience, and support the environmental responsibilities of our sites to ensure our products are the reliable, sustainable and the desired tools of the future.
Job Overview
The Executive Assistant is responsible for providing comprehensive support and managing office operations for the Head of EMG (Electric Mobility Group) at DTNA. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. Responsibilities include handling multifaceted preparation and planning for internal and external meetings, arranging detailed travel plans, managing a complex schedule, composing emails, and ensuring appropriate preparation for calendar items. In addition, the Executive Assistant contributes to special projects and creates presentations as needed. This position plays an integral and exciting role for EMG, supporting culture and connection as liaison for our cross-functional teams in alignment with our people-centered philosophy. The ideal candidate has a desire to grow, a strong interest in helping to shape company culture, and a mindset toward continuous improvement.
Responsibilities
- Provide highly competent administrative support to Head of EMG. Absolute confidentiality, integrity, and professionalism is a requirement.
- The EMG department is a fast-paced environment that requires the ability to multitask and confidently navigate priorities and duties; the applicant should display a high degree of flexibility as the daily routines are subject to unforeseen changes and challenges.
- Proactively manage executive’s calendar – arrange and coordinate meetings by identifying priority and content.
- Monitor and manage the executive’s email inbox, escalating, actioning, and filing correspondence by content and priority.
- Plan meetings and events; select event facilities, coordinate catering, and technical equipment as needed.
- Craft & edit communications and collaborate across subject matter experts for internal announcements in support of EMG Team.
- Prepare PowerPoint presentations for EMG Townhalls, and other meetings as needed.
- Route incoming authorization requests (contracts / purchase requests) for internal review prior to obtaining approval.
- Arrange domestic and international business travel, including air, hotel, and ground travel. Be mindful of visa requirements when applicable.
- Prepare and process expense reports, adhering to DTNA’s travel policy.
- Field and route incoming phone calls as appropriate.
- Meet, greet, and interact with internal and external visitors and partners; provide hospitality and administrative support as needed.
- Stays knowledgeable of company’s top customers and maintains contact information for key client relationships.
- Effectively handle sensitive, confidential, and proprietary information. Establish and maintain confidential files and records, releasing documents and other information requiring the use of discretion as to the nature of extent of distribution.
- Review operating practices and implement improvements where necessary.
- On-boarding and overall staff support. Maintain departmental distribution lists and department contact lists.
- File and retrieve documents as necessary.
- Create Goods Receipts. Work with Controlling, vendors, and AP to resolve billing issues.
- Prepare and process various documentation and reports, including non-disclosure agreements.
- Manage office and business needs for supplies, materials, tools, IT equipment, and other resources.
- Understand and facilitate meetings using virtual conferencing tools, featuring polling software. Lead meetings as needed.