Executive AssistantNewport News, VA

The Executive Assistant supports the Managing Director by handling executive, travel, administrative, and coordination duties involving internal and external stakeholders, local and international partners, visitor planning, and business support across Liebherr USA locations. This role works closely with managing director to coordinate travel and events, maintain critical records and archives, track documents and expenses, organize data, prepare routine and complex reports and presentations, and use Microsoft Office and AI-enabled productivity tools to improve communication, organization, reporting, and administrative efficiency.

• * For consideration, all candidates must apply through our online career portal. We will not open resume's sent via email.
• * This position is not eligible for sponsorship. Applicants must be legally authorized to work in the United States without the need for current or future sponsorship.

Responsibilities

Essential Job Duties:

Administrative, Travel, and Executive Support:

• 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.

Administrative & Financial Support:

• 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.

Business Support and Analysis:

• 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.

Competencies

Education and Experience:

• Level I: Associate’s degree required; bachelor’s degree preferred in business, finance, IT administration, or a related field. Requires 0-2 years of experience in administrative, coordination, or shared services support roles. 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.
• Level II: Associate’s degree required; bachelor’s degree preferred in business administration, finance, IT administration, or a related field. Requires 2-4 years of experience in administrative, coordination, or shared services support roles. 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.
• Level III: Associate’s degree required; bachelor’s degree preferred in business administration, finance, IT administration, or a related field. Requires 4-7 years of experience in administrative, coordination, or shared services support roles. 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.
• Level IV: Associate’s degree required; bachelor’s degree preferred in business administration, finance, IT administration, or a related field. Requires 7+ years of experience in administrative, coordination, or shared services support roles. 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.

Additional Requirements:

• German language proficiency is a plus, but not required.
• Travel domestically and internationally up to 5% of the time.
• Ability to obtain and maintain a valid driver license.

Our Offer

An interesting and ambitious role in a successful international company. We offer a secure work environment with a comprehensive benefits package that includes major medical, dental and vision insurance, 401K plan with company match, paid vacation and personal days and competitive salary.

Have we awoken your interest? Then we look forward to receiving your online application. If you have any questions, please contact Jose Matrille.

Liebherr-America, Inc. and its US affiliates are Equal Opportunity Employers. Employment decisions are made without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, physical or mental disability, genetic factors, military/veteran status or other characteristics protected by law.
If you are a California resident, please visit Liebherr USA, Co. Privacy Statement for more information regarding how Liebherr-America, Inc. and its US affiliates collect and process your personal information.

One Passion. Many Opportunities.