CEO Office Operations Specialist

Daimler Truck North America•Portland, OR

6d•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 owns the CEO’s calendar, complex domestic and international travel, expenses, approvals, administrative processes, meeting logistics, and day-to-day office requirements. The position combines hands-on executive support with process ownership, coordination, and operational accountability. It requires confidentiality, sound judgment, exceptional follow-through, and the ability to respond to changing priorities, urgent requests, and travel changes. Time-sensitive matters may occasionally require attention outside standard business hours. The CEO Office operates as an integrated team. The Operations Specialist collaborates closely with the CEO Support Manager and CEO Office Program & Project Manager, sharing accountability for effective support of the President and CEO. The role has significant autonomy within understood priorities and decision boundaries, and contributes to workflow improvements, shared systems, coverage coordination, and continuity of information. This is a hybrid position based in Portland, Oregon, with four days per week in-office and one day remote. Relocation assistance is not available. The starting hourly pay is $41.35–$52.88 USD, depending on knowledge, skills, and experience. Applicants must be legally authorized to work permanently in the country where the position is located; visa sponsorship is not available.

Requirements

At least 5 years of progressively responsible executive-support experience.
Demonstrated ownership of complex C-suite calendar, travel, expense, approval, and stakeholder workflows.
Demonstrated interest in and commitment to senior-level executive support, including personally owning detailed, recurring administrative responsibilities.
Ability to move between detailed administrative execution and broader operational coordination while maintaining excellence in both.
Strong written and verbal communication skills and the ability to communicate 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 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.
Must be legally authorized to work permanently in the country where the position is located at the time of application.

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 integrity of the CEO’s dynamic calendar, coordinating priorities, meeting requests, conflicts, preparation time, and complete calendar information.
Align calendar decisions affecting strategic priorities or key stakeholders with the CEO Support Manager.
Plan and execute domestic and international travel, including itineraries, commercial and charter arrangements, hotels, ground transportation, changes, and contingencies.
Complete the CEO’s expense reports and recurring administrative workflows accurately and on time, and manage 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 and determine which matters to handle independently and which require alignment.
Maintain transparent information flow and accurate shared systems, records, contacts, trackers, and planning materials; communicate relevant changes, requests, conflicts, commitments, risks, and decisions.
Support executive meetings, customer engagements, Board activities, leadership gatherings, and other CEO-sponsored events.
Serve as a trusted resource in DTNA’s administrative professional community, share effective practices, and help colleagues navigate process and coordination challenges.
Work 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 absences, coordinating coverage so essential activities continue 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 disclose 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.

Benefits

401(k) company contribution with company match up to 6%, plus a non-elective company contribution of 3–7% depending on age.
Starting at 4 weeks of paid vacation.
13 or more calendar holidays.
8 weeks of paid parental leave.
Employee assistance program.
Comprehensive healthcare plans.
Wellness programs.
Onsite fitness at some locations.
Tuition assistance.
Volunteer paid time off.
Short-term and long-term disability plans.