CEO Office Operations Specialist

Tasks

Inside the Role

Reporting to the CEO Support Manager, the CEO Office Operations Specialist serves as the executive assistant to the President and CEO and supports the day-to-day operation of the CEO Office. The role is grounded in senior-level executive support, with hands-on management of the CEO's calendar, complex domestic and international travel, expenses, approvals, administrative processes, meeting logistics, and day-to-day office requirements. These detailed and recurring responsibilities are central to the position and are personally owned by the successful candidate.

The Operations Specialist title reflects the judgment, coordination, process ownership, and end-to-end accountability required to operate an effective CEO Office. It does not change the administrative foundation of the role. The successful candidate will take pride in exceptional executive support while also improving workflows, maintaining shared systems, coordinating coverage, and anticipating operational needs.

The role provides significant autonomy within clearly understood priorities and decision boundaries. It requires confidentiality, sound judgment, exceptional follow-through, and the ability to respond effectively to changing priorities, urgent requests, and executive travel changes. Time-sensitive matters may occasionally require attention outside standard business hours, balanced with proactive planning, disciplined judgment regarding urgency, and reliable coverage.

The CEO Office operates as an integrated team led by the CEO Support Manager, with both the CEO Office Program and Project Manager and CEO Office Operations Specialist reporting to this role. Each has distinct but complementary responsibilities, with shared accountability for effective support of the President and CEO. Success requires close collaboration, open communication, early information sharing, and a team-first approach. Together, the team manages operational complexity and creates the conditions for the CEO to focus on DTNA's most critical strategic, leadership, and stakeholder priorities.

If this role and environment sound enticing to you, we look forward to receiving your application!

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

Position offers a starting hourly pay of $41.35 - $52.88 HR USD. Pay offered is dependent on knowledge, skills, and experience.

Benefits include:

• 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, 13+ calendar holidays, and 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 DTNA

The Operations Specialist is expected to take end-to-end ownership of the following responsibilities, from initial request through completion:

Executive Support and Daily Operations

Responsibilities include:

• Managing the operational integrity of the CEO's highly dynamic calendar by translating priorities, meeting requests, and context provided by the CEO, CEO Support Manager, and other stakeholders into accurate and well-coordinated calendar execution. Anticipating scheduling needs, resolving conflicts, and ensuring calendar entries contain complete information.
• Planning and executing domestic and international travel, including complex itineraries, commercial and charter arrangements, hotels, ground transportation, and real-time changes while balancing efficiency, cost, security, and executive priorities.
• Completing the CEO's expense reports and recurring administrative workflows accurately and on time, including expense reports routed to the CEO for approval.
• Managing visitors, executive meeting logistics, hospitality, and day-to-day office needs with professionalism and discretion.
• Serving as a primary administrative point of contact for the CEO Office, engaging internal and external stakeholders with professionalism and sound judgment.
• Exercising sound judgment in determining which matters can be handled independently and which require alignment with the CEO, CEO Support Manager, or other responsible functions.

CEO Office Integration and Continuity

Responsibilities include:

• Maintaining transparent information flow and accurate shared systems, records, trackers, and planning materials, while promptly communicating changes, requests, risks, and decisions that may affect the CEO or the CEO Office.
• Supporting executive meetings, customer engagements, Board activities, and other CEO-sponsored events.
• Serving as a role model and trusted resource within DTNA’s administrative professional community by demonstrating high standards of executive support, collaboration, and operational excellence.
• Working closely with Executive Assistants and administrative colleagues across DTNA to resolve scheduling, process, coverage, and coordination challenges.
• Convening the DTNA administrative-assistant network to strengthen connectivity, professional development, and continuous improvement across the administrative community.
• Maintaining clear coverage plans and complete handoffs for vacations, travel, illness, and other absences, with proactive coordination to ensure essential activities continue without disruption.

Processes, Records, and Business Support

Responsibilities include:

• Routing contracts, purchase requests, and other authorization requests for appropriate internal review before obtaining CEO approval.
• Handling sensitive, confidential, and proprietary information while maintaining confidential files and records.
• Documenting key processes, strengthening operating practices, and supporting compliance with DTNA's record-retention requirements.
• Creating purchase requisitions, monitoring purchase orders, submitting invoices, and resolving billing issues with Finance/Controlling, vendors, and Accounts Payable.
• Preparing documentation and reports, managing office and supply needs, and fostering a customer-oriented mindset within the area of operation.

Knowledge You Should Bring

• Demonstrated interest in and commitment to senior-level executive support, including willingness to personally own detailed, recurring administrative responsibilities.
• Comfort moving fluidly between detailed administrative execution and broader operational coordination, with equal commitment to excellence in both.
• 5+ years of progressively responsible executive-support experience, including ownership of complex C-suite workflows.
• Strong written and verbal communication skills, with the ability to communicate professionally with senior executives, customers, and stakeholders.
• Advanced proficiency in Microsoft Outlook, Teams, PowerPoint, Excel, Word, and Adobe Acrobat, and the ability to learn other business systems quickly.
• Success in a collaborative environment with shared ownership and direct feedback.
• Exceptional judgment, follow-through, and adaptability when priorities or executive requirements change unexpectedly.
• Commitment to shared systems, documented processes, and continuity of information.
• An attached resume is required.

Exceptional Candidates Might Have

• Experience supporting a CEO, Board member, or comparable leader with global travel and external stakeholder responsibilities.
• SAP knowledge, including purchase requisition and invoice workflows.
• German language skills and experience working across German and North American business cultures.
• Experience using graphic-design tools such as Canva.

Reports To

Janina Morrisey

Where We Work

This position is open to applicants who can work in (or relocate to) Portland, OR 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.

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, religion, national origin, age, marital status, disability, sexual orientation, gender identity, 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 800-206-3369. For TTY/TDD enabled, call 503-745-2137 or 866-355-6935.

Qualifications

Please see above for qualification details.