Executive Assistant

The Executive Assistant supports the Managing Director by handling executive, travel, administrative, and coordination duties involving internal and external stakeholders, local and international partners, visitor planning, and business support across Liebherr USA locations. This role works closely with managing director to coordinate travel and events, maintain critical records and archives, track documents and expenses, organize data, prepare routine and complex reports and presentations, and use Microsoft Office and AI-enabled productivity tools to improve communication, organization, reporting, and administrative efficiency.

• * For consideration, all candidates must apply through our online career portal. We will not open resume's sent via email.
• * This position is not eligible for sponsorship. Applicants must be legally authorized to work in the United States without the need for current or future sponsorship.

• Process and track all types of travel expense claims in accordance with company requirements.
• Coordinate travel arrangements, including flights, ground transportation, meeting logistics, and accommodations.
• Support VIP customer events by coordinating flights, transportation, accommodations, entertainment, and agendas.
• Coordinate shareholder-related activities, including jet and commercial flight arrangements, transportation, accommodations, and other event or travel needs.
• Plan meetings and visits for guests and visitors, including meeting rooms, hospitality, site logistics, local transportation, and factory tours.
• Maintain organized archives for contracts, agreements, delegation of authority documents, and related records.
• Arrange business-class travel bookings for all MD divisions and support customer flight bookings and travel management activities as assigned.

• Assist with preparation and tracking of cost summaries and expenditures.
• Track invoices, service agreements, and contracts.
• Prepare reports, schedules, and summaries for leadership review.
• Use Microsoft Office applications and AI-enabled productivity tools to support communication, scheduling, reporting, document preparation, and administrative efficiency.

• Research business topics, validate data, and present findings to support leadership decision-making.
• Apply critical thinking across a range of sales and service topics, adjusting quickly to shifting priorities and business needs.
• Compile, organize, and maintain business data, reports, and reference materials to support ongoing projects and operational needs.
• Assist with preparing presentations, briefing materials, and summaries for leadership meetings, business reviews, and special projects.

• Level I: Associate's degree required; bachelor's degree preferred in business, finance, IT administration, or a related field. Requires 0-2 years of experience in administrative, coordination, or shared services support roles. Experience supporting multi-location operations is preferred. Advanced proficiency in Microsoft Office Suite and the ability to use AI tools effectively to enhance productivity and administrative support are also preferred.
• Level II: Associate's degree required; bachelor's degree preferred in business administration, finance, IT administration, or a related field. Requires 2-4 years of experience in administrative, coordination, or shared services support roles. Experience supporting multi-location operations is preferred. Advanced proficiency in Microsoft Office Suite and the ability to use AI tools effectively to enhance productivity and administrative support are also preferred.
• Level III: Associate's degree required; bachelor's degree preferred in business administration, finance, IT administration, or a related field. Requires 4-7 years of experience in administrative, coordination, or shared services support roles. Experience supporting multi-location operations is preferred. Advanced proficiency in Microsoft Office Suite and the ability to use AI tools effectively to enhance productivity and administrative support are also preferred.
• Level IV: Associate's degree required; bachelor's degree preferred in business administration, finance, IT administration, or a related field. Requires 7+ years of experience in administrative, coordination, or shared services support roles. Experience supporting multi-location operations is preferred. Advanced proficiency in Microsoft Office Suite and the ability to use AI tools effectively to enhance productivity and administrative support are also preferred.

• German language proficiency is a plus, but not required.
• Travel domestically and internationally up to 5% of the time.
• Ability to obtain and maintain a valid driver license.