Executive Assistant

Mercedes-Benz R&D North America • San Jose, CA

14d • $92,200 - $115,300 • Onsite

About The Position

The Executive Assistant is a critical support role for Infotainment & AI. This role is responsible for a variety of tasks in coordination of the VP’s dynamic schedule and priorities. The right candidate will assist in managing the team on resources and projects across multiple locations, help keep the team synchronized, informed, and motivated. They will be an Integral lead and organizer of numerous ad-hoc projects within the department, helping to drive the team’s mission forward.

Requirements

• Associate’s or Bachelor’s in Business Administration or related field.
• 3+ years of relevant work experience.
• Excellent organizational and communication skills. Solid project coordination, scheduling, and administrative skills. Ability to multi-task and perform under strict deadlines.
• Experience in office administration and support.
• Strong knowledge of standard productivity software tools (e.g. Teams, Excel, PowerPoint, Jira, Confluence, etc.)
• Budgeting and basic finance knowledge.
• High level of discretion and integrity in handling confidential information.
• Supreme communication (verbal & written) skills. Positive and intelligent attitude. Strong professional presence and communication style.
• Ability to contextualize tasks within broader business goals. Must be able stay one step ahead.
• Demonstrated capabilities and willingness to learn the use of internal tools & processes for communications, scheduling, and travel.
• Proactive, resourceful, efficient, energetic, and a genuine desire to work well with people. Ability and desire to learn within a dynamic environment.
• Strong attention to detail and ability to maintain confidentiality. The maturity, confidence, and poise to interact effectively with staff at all levels.
• Ability to prioritize competing demands with minimal guidance.
• Experience to operate in a fast-paced, high-expectation environment.
• Valid US Driver's License.

Nice To Haves

• German language skills a plus
• Knowledge of Mercedes-Benz and/or Daimler AG organization and processes a plus
• Experience with a global company preferred

Responsibilities

• Manage day-to-day functions for the VP’s calendar including prioritizing, resolving related conflicts, and competing demands, proactively scheduling important meetings with internal and external individuals (across time zones) and maintaining an organized office. Act as a gatekeeper, not just a calendar manager.
• Organize complex international/domestic travel and related requirements for the VP’s to include: travel authorizations, flight tickets, hotel bookings, visas, airport transfers, expense reports, contract signatures, etc.
• Support with preparation of executive-level presentations.
• Prepare briefing documents, agendas, and background research.
• Help the VP prioritize competing demands based on business impact.
• Track ongoing activities and action items and ensure follow-through. Remind VP of key deadlines and commitments. Follow up with stakeholders on VP’s behalf.
• Screen, prioritize, and sometimes respond to emails on VP’s behalf. Ensure important messages don’t get buried.
• Interact with the Executives and managers on the team daily and coordinate special projects and department activities, including on-site and off-site meetings, presentations, workshops, conferences, telephone or video conferences, etc. Proactively identify delays, bottlenecks, or misalignment.
• Coordinate contract reviews, signatures, and documentation of fully executed contracts.
• Support special projects as needed.
• Contribute to the excellent reputation of the VP’s office through professional, friendly and respectful interactions internally and externally.

Benefits

• Medical, dental, and vision insurance for employees and their families
• 401(k) with employer match
• Up to 15 company-paid holidays
• Paid time off (flexible time off for salaried employees), sick time, and parental leave
• Tuition assistance program
• Wellness/Fitness reimbursement programs

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree