Executive Administrative Assistant - President and CEO, Mack Trucks

What you will do

The Executive Administrative Assistant provides high-level, confidential administrative support to the President and CEO of Mack Trucks, EVP, and a member of the Volvo Group Executive Board. This pivotal onsite role, based in Greensboro, North Carolina, reports directly to the President and CEO. The Executive Administrative Assistant ensures the effective operation of the President’s office by expertly managing projects, communications, and day-to-day administrative needs with professionalism and discretion.

In this role, you will help shape the effectiveness, productivity, and culture of the executive office. Your proactive support and attention to detail will enable the President and CEO to focus on strategic leadership, while your collaboration with the management team will contribute to key initiatives across Mack Trucks and the Volvo Group.

Core Responsibilities:

• Provide comprehensive executive administrative support, including coordination of complex calendars, events, and reports handled with strict confidentiality.

• Manage the executive’s calendar, prioritize meetings, and coordinate domestic and international travel to maximize efficiency.

• Offer proactive strategic support to ensure smooth daily operations of the President’s office.

• Interact effectively with all levels of management, including Executive Board Members, demonstrating exceptional interpersonal and communication skills.

• Direct Employee Relations matters to the appropriate P&C Partner and support communication of resolutions.

• Organize and prioritize multiple tasks and projects to ensure deadlines are met.

• Prepare materials for monthly Executive Board meetings, ensuring accuracy and readiness.

• Plan and manage onsite and off-site visits, including travel, agendas, presentations, and liaison responsibilities.

• Support Board of Directors coordinators for North American meetings, managing all logistics and materials.

• Schedule and coordinate staff meetings, preparing agendas and distributing materials to the Executive Management Team.

• Lead key projects and initiatives as assigned by the President and CEO.

• Serve as the primary point of contact for the President and CEO, including phone management and greeting visitors professionally.

• Track and prepare expense reports in compliance with company policy.

• Maintain distribution lists to support effective internal communication.

• Oversee office supplies and printed materials to ensure an organized, well-equipped environment.

• Handle incoming and outgoing mail, including preparing overnight packages.

• Manage the GTNA Governance calendar in alignment with Group Trucks NA governance processes.

• Partner with HR on the Executive Assistant recruitment process, including interviewing, providing feedback, and training new EAs.

• Manage the flow of information to and from the President, ensuring they remain informed and that appropriate responses are initiated. Draft routine correspondence for review and signature.

• Perform other duties as assigned in support of the President, CEO, and executive team.

• Participate in Executive Board Assistant biweekly meetings, providing GTNA/Mack business updates and supporting succession planning for Executive Assistants.

Who are you?

Education and Experience:

• Associate degree preferred but not required.

• Exceptional planning and organizational skills with a demonstrated focus on quality, attention to detail, and proactive recommendations for productivity and efficiency.

• 10+ years of professional administrative experience.

• 8+ years of significant experience supporting C-Suite senior executives.

• Extensive experience managing calendars for multiple individuals, including meeting coordination and prioritization of meeting requests and events.

• Experience working in a fast-paced, professional environment where sound business judgment, flexibility to respond to shifting schedules and priorities, while maintaining composure under pressure.

• Proven experience in problem solving, research, and analysis.

• Effective level of ambition and the ability to understand and align with team and corporate objectives.

• Ability to build productive working relationships across all levels of the organization, both internally and externally.

• Superior verbal and interpersonal communication skills.

• Exceptional grammar, business writing, and presentation preparation skills, with the ability to communicate at all levels of the organization.

• Excellence in reading, writing, and speaking English.

• Demonstrated ability to handle confidential information and maintain the highest level of integrity and ethics.

• Expert-level proficiency with Microsoft Office Suite.

• Ability to travel 30% per year, with some international travel.

Location:

This is a full-time, onsite position located in Greensboro, North Carolina.

Ready for the next move?

Are you excited to bring your skills and ideas to the table? We can’t wait to hear from you. Apply today!