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 CEOs 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 & 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 DTNAs 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 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; 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

• Own the operational management and integrity of the CEOs highly dynamic calendar, translating priorities, meeting requests, and context provided by the CEO, CEO Support Manager, and other stakeholders into accurate and well-coordinated calendar execution. Anticipate scheduling and logistical needs, sequence commitments, resolve routine conflicts, protect preparation and execution time, and ensure calendar entries contain complete information. Align decisions affecting strategic priorities or key internal and external stakeholders with the CEO Support Manager.
• Lead end-to-end planning and execution of domestic and international travel, including complex, time-sensitive itineraries, commercial and charter arrangements, hotels, ground transportation, real-time changes and contingencies, and recommendations that balance efficiency, cost, security, and executive priorities.
• Own the timely and accurate completion of the CEOs expense reports and other recurring administrative workflows, as well as expense reports and other requests routed to the CEO for approval. Collect required information, resolve exceptions, track dependencies, and close the loop with stakeholders.
• Manage visitors, executive meeting logistics, hospitality, and day-to-day office requirements with professionalism and discretion.
• Serve as a primary administrative point of contact for the CEO Office, engaging internal and external stakeholders with professionalism, discretion, responsiveness, and sound judgment.
• Exercise sound judgment in determining which matters can be handled independently and which require alignment with the CEO, CEO Support Manager, or responsible functions.

CEO Office Integration and Continuity

• Maintain transparent information flow and accurate shared systems, records, contacts, trackers, and planning materials, promptly communicating changes, requests, conflicts, commitments, risks, and decisions that may affect the CEO or CEO Office.
• Support executive meetings, customer engagements, Board activities, leadership gatherings, and other CEO-sponsored events.
• Serve as a role model and trusted resource within DTNA's administrative professional community, demonstrating high standards of executive support, collaboration, judgment, discretion, and operational excellence. Provide guidance, share effective practices, and help colleagues navigate process and coordination challenges.
• Work closely with Executive Assistants and administrative colleagues across DTNA to resolve scheduling, process, coverage, and coordination challenges, seeking practical solutions that balance the needs and priorities of the CEO, other executives, and key stakeholders.
• Convene the DTNA administrative-assistant network to strengthen connectivity, professional development, and continuous improvement across the administrative community.
• Maintain clear coverage plans and complete handoffs for vacations, travel, illness, and other absences, proactively coordinating coverage as needed so essential activities continue without disruption.

Processes, Records, and Business Support

• Route contracts, purchase requests, and other authorization requests for appropriate internal review before obtaining CEO approval.
• Handle sensitive, confidential, and proprietary information; maintain confidential files and records; and release information with appropriate discretion.
• Document key processes, strengthen operating practices, and support compliance with DTNAs record-retention requirements.
• Create purchase requisitions; monitor purchase orders; submit invoices; and work with Finance/Controlling, vendors, and Accounts Payable to resolve billing issues.
• Prepare documentation and reports, including non-disclosure agreements, and manage office, supply, and IT-equipment needs.
• Foster Customer Orientation and a One Team, Best Team mindset within the area of operation.

Knowledge You Should Bring

• Demonstrated interest in and commitment to senior-level executive support as a profession, including willingness to personally own detailed, recurring administrative responsibilities.
• Comfort moving fluidly between highly detailed administrative execution and broader operational coordination, with equal commitment to excellence in both.
• 5+ years of progressively responsible executive-support experience, with demonstrated ownership of complex C-suite calendar, travel, expense, approval, and stakeholder workflows.
• Strong written and verbal communication skills, with the ability to communicate clearly and professionally with senior executives, customers, global stakeholders, and administrative colleagues.
• Advanced proficiency in Microsoft Outlook calendar management, Microsoft Teams, Microsoft Copilot, PowerPoint, Excel, Word, and Adobe Acrobat; ability to learn business travel, expense, procurement, and records-management systems quickly.
• Demonstrated success in a high-trust, collaborative environment with shared ownership, overlapping responsibilities, and direct feedback.
• Exceptional judgment and follow-through, including the ability to surface concerns early, distinguish independent decisions from matters requiring alignment, and close communication loops.
• Strong composure, adaptability, and attention to detail when priorities or executive requirements change unexpectedly.
• Commitment to shared systems, documented processes, complete handoffs, and continuity of information.
• An attached resume is required.

Exceptional Candidates Might Have

• Experience supporting a CEO, Board member, or comparable enterprise leader with significant global travel and external stakeholder responsibilities.
• SAP knowledge, including purchase requisition, purchase order, goods receipt, 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

#LI-JN2 #LI-Hybrid

Where We Work

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

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.

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 solutions with cutting-edge advancements in sustainability and future driving technologies - across electric, hydrogen, and autonomous innovation. Backed by decades of proven success, these efforts continue DTNA's legacy as an industry leader. Our evolving brand portfolio is second to none, including Freightliner Trucks, Western Star, Detroit, Thomas Built Buses, Freightliner Custom Chassis, and Financial Services. Together, we operate as one team - driving toward a cleaner, safer, and more efficient future for all.

How we move forward together is defined by the DTNA Way - our shared approach to showing up for our customers, our colleagues, and the world we help move. We start with our customers, grounding every product, service, and decision in their success, knowing that when they move forward, so do we. At the same time, we act with urgency and intention, balancing speed with thoughtful decision-making to deliver results with integrity, accountability, and clarity. Across our entire organization, we collaborate as one team - bringing diverse perspectives, strengths, and expertise together with trust and respect - because we know we achieve more together than any one of us could alone.

Guided by these principles, we're not just responding to change - we're leading it. Together, we are building the future of transportation 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.

Qualifications

Please see above for qualification details