CEO Office Operations Specialist

Daimler Truck • Portland, OR

7d • $41 - $53 • Hybrid

About The Position

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. Reporting to the CEO Support Manager, the role centers on senior-level executive support, including hands-on ownership of the CEO’s calendar, complex domestic and international travel, expenses, approvals, administrative processes, meeting logistics, and office requirements. The position also requires process ownership, sound judgment, coordination, and accountability for improving workflows, maintaining shared systems, coordinating coverage, and anticipating operational needs.

The role provides significant autonomy within defined priorities and decision boundaries. It requires confidentiality, exceptional follow-through, and the ability to respond effectively to changing priorities, urgent requests, and travel changes. Time-sensitive matters may occasionally require attention outside standard business hours. The CEO Office is an integrated team led by the CEO Support Manager, with the CEO Office Program & Project Manager and CEO Office Operations Specialist working collaboratively to support the President and CEO.

The position is based in Portland, Oregon, with a hybrid schedule of four days per week in the office and one day remote. Relocation assistance is not available. The position is not open to visa sponsorship or existing visa holders; applicants must be legally authorized to work permanently in the country at application. Final candidates must successfully complete a criminal background check and may be required to complete a pre-employment drug screen. An attached resume is required.

Requirements

• Demonstrated interest in and commitment to senior-level executive support as a profession, including personally owning detailed, recurring administrative responsibilities.
• Ability to move between detailed administrative execution and broader operational coordination while maintaining high standards in both.
• At least 5 years of progressively responsible executive-support experience, including ownership of complex C-suite calendar, travel, expense, approval, and stakeholder workflows.
• Strong written and verbal communication skills for professional communication 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 surfacing concerns early, distinguishing independent decisions from matters requiring alignment, and closing communication loops.
• 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.
• Applicants must be legally authorized to work permanently in the country where the position is located at the time of application.
• Final candidate must successfully complete a criminal background check; a pre-employment drug screen may also be required.

Nice To Haves

• 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.

Responsibilities

• Own the operational management and accuracy of the CEO’s dynamic calendar, coordinating priorities, meeting requests, scheduling, conflicts, preparation time, and complete calendar information; align decisions affecting strategic priorities or key stakeholders with the CEO Support Manager.
• Plan and execute domestic and international travel, including complex itineraries, commercial and charter arrangements, hotels, ground transportation, real-time changes, and contingencies.
• Complete the CEO’s expense reports and recurring administrative workflows accurately and on time, and manage expense reports and requests routed to the CEO for approval; gather information, resolve exceptions, track dependencies, and follow up with stakeholders.
• Manage visitors, executive meeting logistics, hospitality, and day-to-day office requirements professionally and discreetly.
• Serve as a primary administrative point of contact for the CEO Office and engage internal and external stakeholders with professionalism, discretion, responsiveness, and sound judgment.
• Determine which matters can be handled independently and which require alignment with the CEO, CEO Support Manager, or responsible functions.
• Maintain transparent information flow and accurate shared systems, records, contacts, trackers, and planning materials; promptly communicate relevant changes, requests, conflicts, commitments, risks, and decisions.
• Support executive meetings, customer engagements, Board activities, leadership gatherings, and other CEO-sponsored events.
• Model strong executive support, collaboration, judgment, discretion, and operational excellence in the administrative professional community; provide guidance, share practices, and help colleagues address process and coordination challenges.
• Coordinate with Executive Assistants and administrative colleagues across DTNA to resolve scheduling, process, coverage, and coordination challenges.
• Convene the DTNA administrative-assistant network to strengthen connectivity, professional development, and continuous improvement.
• Maintain coverage plans and complete handoffs for vacations, travel, illness, and other absences, coordinating coverage to keep essential activities operating without disruption.
• 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 DTNA 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.

Benefits

• 401k company contribution with company match up to 6%, plus a 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.
• Volunteer paid time off.
• Short-term and long-term disability plans.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed