Executive Assistant at Liebherr USA in Newport News, VA

Summary: Liebherr USA is a successful international company that has been operating in the United States since 1970. The Executive Assistant will support the Managing Director by handling executive, travel, administrative, and coordination duties, ensuring efficient operations and communication across the organization.

Responsibilities:
- Process and track all types of travel expense claims in accordance with company requirements
- Coordinate travel arrangements, including flights, ground transportation, meeting logistics, and accommodations
- Support VIP customer events by coordinating flights, transportation, accommodations, entertainment, and agendas
- Coordinate shareholder-related activities, including jet and commercial flight arrangements, transportation, accommodations, and other event or travel needs
- Plan meetings and visits for guests and visitors, including meeting rooms, hospitality, site logistics, local transportation, and factory tours
- Maintain organized archives for contracts, agreements, delegation of authority documents, and related records
- Arrange business-class travel bookings for all MD divisions and support customer flight bookings and travel management activities as assigned
- Assist with preparation and tracking of cost summaries and expenditures
- Track invoices, service agreements, and contracts
- Prepare reports, schedules, and summaries for leadership review
- Use Microsoft Office applications and AI-enabled productivity tools to support communication, scheduling, reporting, document preparation, and administrative efficiency
- Research business topics, validate data, and present findings to support leadership decision-making
- Apply critical thinking across a range of sales and service topics, adjusting quickly to shifting priorities and business needs
- Compile, organize, and maintain business data, reports, and reference materials to support ongoing projects and operational needs
- Assist with preparing presentations, briefing materials, and summaries for leadership meetings, business reviews, and special projects

Required Qualifications:
- Associate's degree required
- Requires 0-2 years of experience in administrative, coordination, or shared services support roles for Level I
- Requires 2-4 years of experience in administrative, coordination, or shared services support roles for Level II
- Requires 4-7 years of experience in administrative, coordination, or shared services support roles for Level III
- Requires 7+ years of experience in administrative, coordination, or shared services support roles for Level IV
- Ability to obtain and maintain a valid driver license
- Applicants must be legally authorized to work in the United States without the need for current or future sponsorship

Preferred Qualifications:
- Bachelor's degree preferred in business, finance, IT administration, or a related field
- Experience supporting multi-location operations is preferred
- Advanced proficiency in Microsoft Office Suite and the ability to use AI tools effectively to enhance productivity and administrative support are also preferred
- German language proficiency is a plus, but not required

Required Skills: Microsoft Office Suite, AI-enabled productivity tools, Travel expense processing, Travel coordination, Event coordination, Document and record management, Report preparation, Data research and validation, German language proficiency

Benefits: Comprehensive benefits package that includes major medical, dental and vision insurance, 401K plan with company match, Paid vacation and personal days, Secure work environment