Executive Assistant

Inside the Role Provide comprehensive administrative support to both the Global CIO and Director of Strategy at Daimler Truck Financial Services, as well as their respective direct reports, focusing on daily departmental needs. Proactively manage both executives’ schedules, coordinate travel, prepare for meetings, and handle emails, ensuring seamless organization and readiness. Respond efficiently to all ad-hoc requests and facilitate smooth execution of departmental and cross-departmental events. Posting Information We provide a scheduled posting end date to assist our candidates with their application planning. While this date reflects our latest plans, it is subject to change, and postings may be extended or removed earlier than expected. Benefits annual bonus program 401k company contribution with company match up to 6% as well as non-elective company contribution of 3 - 7% depending on age starting at 4 weeks paid vacation 15 calendar holidays 8 weeks paid parental leave employee assistance program comprehensive healthcare plans and wellness programs onsite fitness (at some locations) tuition assistance and volunteer paid time off short-term and long-term disability plans What You Drive at DTFS Calendar/E-mail/Meeting Management: Support two executives with daily administrative tasks, maintaining close and effective communication to keep them informed of upcoming commitments, deadlines, and responsibilities. Responsibilities include maintaining both executives’ calendars, monitoring email for urgent departmental matters, scheduling and coordinating meetings, preparing agendas, printing documents, taking minutes as needed, and ensuring all meeting logistics (room, meals, technical setup) are handled. Review departmental calendar and email weekly and monthly to facilitate proactive preparation for the executives and their teams. Departmental Information Support: Maintain and organize departmental documents and data by establishing and managing a robust filing system for executive and departmental reports. Prepare reports, collect and arrange information, ensure confidentiality, and provide historical reference through systematic filing and retrieval processes. Monitor document types and usage to inform future departmental documentation practices. Travel Coordination: Coordinate all business travel for two executives, including confirming travel needs, booking arrangements, preparing detailed itineraries, and supporting other travelers as necessary. Handle expense reports and serve as the primary contact for guests attending departmental or company-wide events. Department Administration & Accounting: Manage office supplies for both departments, monitor inventory, anticipate needs, evaluate and order new products, and verify receipt. Oversee departmental expense reports, facilitate invoice payments, create purchase orders, manage cross-charge processes, maintain authorized signature cards, and collaborate with Operations and Finance for compliance purposes. Departmental Communication: Work with Corporate Communications and to draft and produce internal communications targeting department members, including newsletters, executive emails, presentations, and other department-focused materials. Manage distribution of all communications to both departments. Event Planning & Support: Organize and coordinate events for both departments, including employee engagement activities, cross-departmental meetings, team-building events, training sessions, and large company celebrations. Serve as a key contact for partner, vendor, and customer relations events, and work with other administrative staff to ensure executive involvement. Support additional initiatives and interdepartmental events as workload allows. Backup Support for other Executive Assistants as needed: Provide assistance to fellow executive assistants when required, including offering support and training to new hires on best administrative practices and tools. Knowledge You Should Bring BS/BA and prefer 0-2 years of relevant experience OR 4 years of relevant experience in lieu of degree. Minimum 3 years of executive administrative support. Event coordination experience. Track record of building positive relationships across different departments. Strong attention to detail. General knowledge of accounts payable functions and systems. Excellent time management, planning, multitasking, prioritization, and proactive follow-through skills. Ability to handle confidential information with discretion. Professional verbal and written communication skills. Ability to proactively manage executives’ schedules, travel, meetings, and emails. Ability to handle ad-hoc requests and organize departmental events. Advanced skills in Microsoft Office Suite, especially Outlook (Calendar/Email). Creative problem-solving abilities. Ability to work collaboratively across all levels, including senior executives. Effective independent and teamwork skills. Exceptional Candidates Might Have Bachelor's Degree. Notary Public certification. Multimedia and video production experience. Ability to communicate in German or Spanish. Where We Work This position is open to applicants who can work in (or relocate to) the following location(s)- Charlotte, NC US. Relocation assistance is not available for this position. Schedule Type: Hybrid (4 days per week in-office / 1 day remote). This schedule builds our #OneTeamBestTeam culture, provides an unparalleled customer experience, and creates innovative solutions through in-person collaboration. Daimler Truck Financial is the captive financial services provider for the Daimler Trucks North America family of commercial vehicle products, including Freightliner Trucks, Western Star, SelecTrucks, Sprinter Vans, Thomas Built Buses and Fuso. We have specialized in financing commercial vehicles for more than 40 years. This proven experience gives us critical insights into helping businesses overcome challenges unique to the trucking industry. Additionally, we offer a range of financing solutions that can be customized to meet each individual business's needs, from owner-operators to large fleet managers and nearly every venture in-between. To achieve our goal of being the first-choice provider of vehicle financial products and services that support our brands, dealers and customers, we are looking for talented, diverse and inspired people with the skills, experience and innovative spirit to provide a first-class experience at every turn. We are committed to providing a great workplace environment that fosters a culture of openness, support and camaraderie. Our employee programs and benefits are reflective of our values and are designed to promote growth, balance and wellness in many aspects of your career and life. Applicants must be legally authorized to work permanently in the country of posting Final candidate must successfully complete a criminal background check Contractors, professional services, or other contingent workers should confirm with their local agency if they are eligible to apply for FTE positions EEO - Disabled/Veterans Daimler Truck Financial Services is committed to workforce inclusion and providing an environment where equal employment opportunities are available to all applicants and employees without regard to race, color, sex (including pregnancy), religion, national origin, age, marital status, family relationship, disability, sexual orientation, gender identity and expression (including transgender and transitioning status), genetic information, or veteran status. For an accommodation or special assistance with applying for a posted position, please contact our Human Resources department at View phone number on click.appcast.io or toll free View phone number on click.appcast.io. For TTY/TDD enabled call View phone number on click.appcast.io or toll free View phone number on click.appcast.io SHAPE YOUR FUTURE. CHANGE THE WORLD. Are you ready to join the inspired people who are helping shape the future of commercial vehicle manufacturing? Our employees enjoy lucrative benefits, competitive salaries and the opportunity to work in jobs across many functions—mechanical engineering and electrical engineering, accounting, sales & marketing, IT and more—both within our company and in our offices around the world. #J-18808-Ljbffr