Executive Assistant Legal and Human Resources

Daimler Truck AG•Charlotte, NC

5d•Hybrid

About The Position

The Executive Assistant provides comprehensive administrative support to two executives and their direct reports, addressing daily departmental needs. The role proactively manages schedules, travel, meeting preparation, and email priorities, responds to ad-hoc requests, and supports departmental and cross-departmental events. It also provides administrative support to legal team members and attorneys, handling sensitive matters and time-sensitive deliverables with accuracy, confidentiality, and discretion. The position is based in Charlotte, North Carolina, and follows a hybrid schedule of four days per week in the office and one day remote. Relocation assistance is not available. Applicants must be legally authorized to work permanently in the country of posting, and the final candidate must successfully complete a criminal background check.

Requirements

A BS/BA and preferably 0–2 years of relevant experience, or four years of relevant experience in lieu of a degree.
At least three years of executive administrative support experience.
Strong attention to detail.
Excellent time management, planning, multitasking, prioritization, and proactive follow-through skills.
Ability to handle confidential information with discretion.
Professional verbal and written communication skills.
Ability to proactively manage executives’ schedules, travel, meetings, and emails.
Ability to handle ad-hoc requests and organize departmental events.
Advanced Microsoft Office Suite skills, especially Outlook Calendar and Email.
Creative problem-solving abilities.
General knowledge of accounts payable functions and systems.
Event coordination experience.
Ability to work collaboratively across all levels, including with senior executives.
Ability to work effectively independently and as part of a team.
Legally authorized to work permanently in the country of posting.
Successful completion of a criminal background check.

Nice To Haves

Bachelor's degree.
Notary Public certification.
Multimedia and video production experience.
Experience working in a global corporate organization.
Experience working in a law firm or for an in-house legal department or HR department.

Responsibilities

Support two executives with daily administrative tasks and communicate about upcoming commitments, deadlines, and responsibilities.
Manage calendars and email priorities; schedule and coordinate meetings; prepare agendas and materials; take minutes as needed; and arrange meeting rooms, meals, and technical setup.
Review departmental calendars and email to support proactive preparation for executives and their teams.
Maintain, organize, retrieve, and protect departmental documents, reports, and data; prepare reports and compile information for historical reference.
Coordinate business travel for two executives, including confirming travel needs, booking arrangements, preparing itineraries, assisting other travelers as needed, and handling expense reports.
Serve as the primary contact for guests attending departmental or company-wide events.
Manage office supplies and inventory, anticipate departmental needs, evaluate and order products, and verify receipt.
Oversee expense reports, invoice payments, purchase orders, cross-charge processes, authorized signature cards, vendor coordination, and related compliance support with Operations and Finance.
Work with Corporate Communications to draft and produce internal newsletters, executive emails, presentations, and other department-focused materials, and distribute communications to both departments.
Provide legal administrative support for matters including lease accidents, litigation and claims, subpoenas, garnishments, regulatory requests, service of process, legal notices, outside counsel billing, and other legal correspondence.
Coordinate legal document preparation, signatures, notarizations, follow-up with internal stakeholders and outside counsel, and notary, mailing, scanning, and document distribution needs.
Help ensure legal matters, requests, filings, and other time-sensitive deliverables are handled promptly, accurately, and confidentially.
Organize and coordinate employee engagement activities, cross-departmental meetings, team-building events, training sessions, and company celebrations.
Serve as a key contact for partner, vendor, and customer relations events, coordinating with other administrative staff to support executive involvement.
Provide backup assistance to fellow executive assistants as needed, including supporting and training new hires on administrative best practices and tools.

Benefits

Annual bonus program.
401(k) company contribution, with company match up to 6% and a non-elective company contribution of 3–7% depending on age.
Starting at four weeks of paid vacation.
15 calendar holidays.
Eight weeks of paid parental leave.
Employee assistance program.
Comprehensive healthcare plans and wellness programs.
Onsite fitness at some locations.
Tuition assistance.
Paid volunteer time off.
Short-term and long-term disability plans.