Executive Administrative Support III

Inside the Role

The Executive Assistant provides high level, confidential support to the GM Controlling - Trucks at DTNA. This position handles preparation and planning for internal and external meetings, arranges detailed travel plans, manages a complex schedule, composes and prepares emails, and ensures appropriate preparation for each calendar item. In addition, the Executive Assistant will participate in projects and create presentations as need. This is a great opportunity to support a member of the DTNA Operating Committee, interact with local and global leaders and make an impact. The ideal candidate will have a desire to grow in the role, with a mindset toward continuous improvement.

We Take Care of Our Team

Position offers a starting hourly range of $26.92 - $34.38 USD 

Pay offered dependent on knowledge, skills, and experience​ ​

Benefits include 401k company contribution with company match up to 6% as well as 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 and volunteer paid time off; short-term and long-term disability plans.

What You Drive at DTNA

• Provide highly competent administrative support to GM Controlling - Trucks. Absolute confidentiality, integrity, and professionalism is a requirement.

• Finance is a fast-paced environment that requires the ability to multitask and confidently navigate priorities and duties; the applicant should display a high degree of flexibility as the daily routines are subject to unforeseen changes and challenges.

• Proactively manage executive’s calendar – arrange and coordinate meetings by identifying priority and content.

• Monitor and manage the executive’s email inbox, escalating, actioning, and filing correspondence by content and priority.

• In concert with support manager, plan meetings and events; select event facilities, coordinate catering, and technical equipment as needed.

• Prepare PowerPoint presentations for Finance Townhall, and other meetings as needed.

• Route incoming authorization requests (contracts / purchase requests) for internal review prior to obtaining SVP approval.

• Arrange domestic and international business travel, including air, hotel, and ground travel. Be mindful of visa requirements when applicable.

• Prepare and process expense reports, adhering to DTNA’s travel policy.

• Field and route incoming phone calls as appropriate.

• Meet, greet, and interact with internal and external visitors and partners; provide hospitality and administrative support as needed.

• Stays knowledgeable of company’s top customers and maintains contact information for key client relationships.

• Effectively handle sensitive, confidential, and proprietary information. Establish and maintain confidential files and records, releasing documents and other information requiring the use of discretion as to the nature of extent of distribution.

• Review operating practices and implement improvements where necessary.

• Act as point of contact and help enforce DTNA’s record retention policy in the GM Controlling - Trucks office.

• On-boarding and overall staff support.  Maintain departmental distribution lists and department contact lists.

• File and retrieve documents as necessary.

• Create Purchase Requests, monitor, and track department Purchase Orders, submit invoices for payment; work with Controlling, vendors, and AP to resolve billing issues.

• Prepare and process various documentation and reports, including non-disclosure agreements.

• Manage office and business needs for supplies, materials, tools, IT equipment, and other resources.

• Perform research for special assignments and prepare PowerPoint or other audiovisual graphic presentations, data analysis, and reports and recommendations.

• Foster Customer Experience and One Team, Best Team mindset within area of operation.

• Drafts cost center budgets and provides cost center budget to actual updates.

Knowledge You Should Bring

• 3 years of relevant experience or AA degree + 1 year of relevant experience

• Strong written and verbal communication skills

• Proficiency in Microsoft Office Suite and Adobe programs