Executive Administrative Support IV

Inside the Role

Daimler Coaches North America, LLC headquartered in Jacksonville, FL, in close alignment with DTNA, is the exclusive North American distributor of Daimler’s luxury touring motor coaches.
The Executive Assistant provides high level, confidential support to four Daimler Coaches Leadership Team members, with primarily support to the Daimler Coaches CEO. This position handles preparation and planning for internal and external meetings, arranges detailed travel plans, manages a complex schedule, composes, and prepares emails, and ensures appropriate preparation for each calendar item.

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.

We Take Care of Our Team

What You Drive at DTNA

· Provides administrative support directly to executive level management, exercising confidentiality, tact and diplomacy

· Uses business software applications (Microsoft Office Suite- Word, Excel, PowerPoint, SharePoint, Outlook, etc) to prepare correspondence, reports, presentations, agendas and minutes to actively drive the business forward

· Identify and manage business projects to support the execution of decision making and recommend improvements to existing processes and solutions to improve efficiency of team

· Manage all day-to-day office requirements such as receiving, screening and directing incoming calls, visitors, mail and email as well as arranging and coordinating meetings by identifying priority/content

· Maintains files, records, calendars and diaries; typically arranges business travel, coordinates meeting arrangements and tracks expenses

· Participates in the development and implementation of administrative standards, policies and practices for the organization

· Submit invoices for payment; work with Controlling, vendors, and accounts payable to resolve billing issues.

· 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.

· Prepare and process expense reports, adhering to DTNA’s travel policy.

· Manage the brand merchandise inventory

· Assisting with onboarding new employees with paperwork, IT and asset management, ordering supplies

· Arrange and coordinate meetings by identifying priority and content.

· Recommend improvements to existing processes and solutions to improve efficiency of team

Knowledge You Should Bring

· Associates degree and 2 years of relevant experience, OR 4 years of relevant experience in lieu of degree.

· Requires advanced skills and expertise in a range of processes, procedures and systems related to administrative support.

· Independent self-starter with ability to manage multiple priorities in a dynamic, fast-paced environment

· Integrative approach to work, ability to think and act with a cross-functional and cross-departmental mindset

· Anticipates needs and proactive thinking, working under limited supervision

· Evaluates and communicates complex content in a clear and concise manner

· Experience with Calendar Management, Travel Booking, Events, and Expense Management

· Strong written and verbal communication skills

· Experience working with highly confidential information and documents

· Must be able to work efficiently, courteously, and professionally within a team environment

· Advanced proficiency in Microsoft Office Suite

· An attached resume is required

Typical Minimum Experience Preferred (Desired Skills/Experience)

· A Bachelor's degree is preferred

· Supporting C-Suite in an executive administration capacity

#LI-RR1 #LI-Hybrid

Where We Work

This position is open to applicants who can work in (or relocate to) the following location(s)-

Jacksonville, FL 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.

At Daimler Truck North America, we recognize our world is changing faster than ever before. By listening to the needs of today, we’re building to solve with cutting-edge solutions in sustainability and future driving technology across electric, hydrogen and autonomous. These solutions, backed by years of innovative success and achievement, continue DTNA’s legacy as the undisputed industry leader. Our evolving brand portfolio is second to none, including Freightliner Trucks, Western Star, Demand Detroit, Thomas Built Buses, Freightliner Custom Chassis, and Financial Services. Together, we work as one team towards our envisioned future – building a cleaner, safer and more efficient tomorrow for all.

That is what we are working toward - for all who keep the world moving.

Additional Information

• This position is not open for Visa sponsorship or to existing Visa holders
• Applicants must be legally authorized to work permanently in the country the position is located in at the time of application
• Final candidate must successfully complete a criminal background check
• Final candidate may be required to successfully complete a pre-employment drug screen
• 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 North America 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 503-745-8982 or toll free 800-206-3369. For TTY/TDD enabled call 503-745-2137 or toll free 866-355-6935.