Executive Assistant Legal and Human Resources

Tasks

Inside the Role

Provide comprehensive administrative support to two executives and their direct reports, focusing on daily departmental needs. Proactively manage schedules, travel, meeting preparation, and email priorities to ensure seamless organization and readiness. Respond efficiently to ad-hoc requests and support 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.

We Take Care of Our Team

Pay offered dependent on knowledge, skills, and experience.

Benefits include: - Annual bonus program - 401k company contribution with company match up to 6% as well as non-elective company contribution of 3 to 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 and maintain close communication regarding upcoming commitments, deadlines, and responsibilities. Manage calendars, monitor email for urgent departmental matters, schedule and coordinate meetings, prepare agendas, print materials, take minutes as needed, and handle meeting logistics, including rooms, meals, and technical setup. Review departmental calendars and email regularly to support proactive preparation for executives and their teams. Departmental Information Support: Maintain and organize departmental documents, reports, and data through accurate storage, filing, and retrieval processes. Prepare reports, collect and arrange information, support historical reference needs, and ensure confidentiality, discretion, and data integrity. Monitor document types and usage to inform future documentation practices. Travel Coordination: Coordinate business travel for two executives, including confirming travel needs, booking arrangements, preparing itineraries, supporting other travelers as needed, handling expense reports, and serving as the primary contact for guests attending departmental or company-wide events. Department Administration and Accounting: Manage office supplies, monitor inventory, anticipate department needs, evaluate and order products, and verify receipt. Oversee expense reports, invoice payments, purchase orders, cross-charge processes, authorized signature cards, vendor coordination, and related compliance support with Operations and Finance. Departmental Communication: Work with Corporate Communications to draft and produce internal communications for department members, including newsletters, executive emails, presentations, and other department-focused materials. Manage distribution of communications to both departments. Legal Administrative Support: Support attorneys and legal team members with department-specific legal matters, including lease accidents, litigation and claims support, subpoenas, garnishments, regulatory requests, service of process, legal notices, outside counsel billing coordination, and other legal correspondence. Coordinate document preparation, signatures, notarizations, and follow-up with internal stakeholders and outside counsel. Coordinate notary, mailing, scanning, and document distribution needs. Help ensure legal matters, requests, filings, and other time-sensitive deliverables are handled timely, accurately, promptly, and with appropriate confidentiality and discretion. Event Planning and Support: Organize and coordinate events for both departments, including employee engagement activities, cross-departmental meetings, team-building events, training sessions, and company celebrations. Serve as a key contact for partner, vendor, and customer relations events and coordinate with other administrative staff to support executive involvement. Backup Support for other Executive Assistants: Provide assistance to fellow executive assistants as needed, including support and training for new hires on administrative best 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 - Strong attention to detail - 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 - General knowledge of accounts payable functions and systems - Event coordination experience - 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 - Experience working in a global corporate organization - Experience working in a law firm or for an in-house legal department or HR department

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.

Additional Information

- 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 503-745-8982 or toll-free 800-206-3369. For TTY/TDD enabled, call 503-745-2137 or toll-free 866-355-6935.

Qualifications

Please see above for qualification details.