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Executive Assistant

Algolux

Algolux

Administration
Austin, TX, USA
Posted on Friday, May 31, 2024

About the Company

At Torc, we have always believed that autonomous vehicle technology will transform how we travel, move freight, and do business.

A leader in autonomous driving since 2007, Torc has spent over a decade commercializing our solutions with experienced partners. Now a part of the Daimler family, we are focused solely on developing software for automated trucks to transform how the world moves freight.

Join us and catapult your career with the company that helped pioneer autonomous technology, and the first AV software company with the vision to partner directly with a truck manufacturer.

Meet The Team:

Provides executive and administrative support to the Chief Transformation Officer/Chief Legal Officer and other executives, and the broader Austin office. Serves as a key point of contact for internal and external communications and matters pertaining to the executive. Provides comprehensive administrative support and research for executives’ schedules, documents, correspondence, travel, meetings, financial reconciliations, outreach opportunities, mail, and maintains a professional executive office image. Manages complex administrative work requiring the use of independent judgment and initiative. Supports the company by maintaining site administrative operations and procedures; correspondence, mail, and shipping services; inventory and supplies and provide general support to callers and visitors; and managing calendars and scheduling appointments. Manages complex administrative work requiring the use of independent judgment and initiative.

What You’ll Do:

Executive Administration

  • Proactively manages complex calendars and maintains appointment schedule by planning, scheduling, and arranging meetings, speaking engagements and travel (may include domestic and international); makes proactive adjustments to schedule to avoid conflicts and prioritize highest value activities.
  • Ensures executives have needed travel arrangements, accommodations, itineraries, contact lists, administrative items, etc., for travel, business meetings, and electronic forums, etc. Anticipates executives’ needs in advance of travel, events, etc.
  • Ensures executives have needed materials and supplies for productive meetings, including proactively soliciting or developing agendas and materials in partnership with the executive(s) and their leadership team(s).
  • Arranges and handles all logistics for assigned meetings, retreats, events, and receiving internal & external corporate visitors in collaboration with the CTO/CLO or their leadership team members Administration teammates, and Marketing & Communications team. May be present as needed at these meetings.
  • Serves in a “gateway” role where needed, providing smooth communications between CTO/CLO and other executive team members, and all employees or external contacts.
  • Works closely with the CTO/CLO or their leadership team members to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  • Assists in maintaining executive budgets by organizing receipts, completing expense and mileage reports, preparing, and reconciling financial statements and expense reports as needed
  • Prepares, evaluates, proofreads, and edits executive level emails, meeting agendas, documents, proposals, complex reports, and presentations with and/or on behalf of the CTO/CLO or their leadership team members.
  • Conserves executives’ time by determining the priority of matters and redirecting lower priority matters to the CTO/CLO leadership team members or other staff to handle, or handle matters personally, as appropriate. One example would be reading, researching, summarizing, and routing correspondence under the direction of the CTO/CLO.
  • Prioritizes conflicting needs and handles matters expeditiously.
  • Demonstrates leadership and alignment with company values to maintain credibility, trust, and dependability.
  • Assists in maintaining executive budgets, organizing receipts, completing expense and mileage reports, preparing, and reconciling financial statements and expense reports as needed
  • Maintains highly confidential electronic and paper databases and filing systems.
  • Uses discretion, tact, and diplomacy in interfacing with all levels of individuals, internally and externally.
  • Serves as an ambassador and role model for executive-level initiatives and messaging, including the company’s purpose, vision, values, and culture.
  • Other additional and/or alternative duties as assigned from time to time, including supporting other departments or executives as needed.

Office Administration and Site Support

  • Supports the company by maintaining office operations and procedures including managing
    correspondence, reviewing, and/or preparing supply requisitions, mail, and shipping services, and provides general support to employees, online communications, callers, and visitors.
  • Greets visitors, completes sign in process and security requirements (distributing and logging key cards and visitor badges, etc.) Provides visitor(s) & service technician(s) escort per security procedures.
  • Inventories, monitors, orders, and stocks office supplies.
  • Monitors the office and site condition in partnership with Facilities Department and arranges necessary maintenance and repairs as required.
  • Keeps management informed by reviewing and analyzing reports, summarizing information and daily activities, and identifying trends.
  • Remains up to date on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing publications.
  • Event planning and assisting with the planning, coordinating, and execution of company workshops, events, parties, and celebrations including larger on-site meetings and workshops, site-specific, corporate, or off-site activities that support employee engagement and hosting external visitors and special guests.

What You’ll Need to Succeed:

  • Bachelor’s degree in business administration or related discipline and 2+ years of experience as an Executive Assistant, Senior Administrative Assistant, or equivalent to a C-suite member OR 5+ years of experience as an Executive Assistant, Senior Administrative Assistant, or equivalent to senior management.
  • Ability to thrive in a face-paced environment with quickly changing business needs.
  • Demonstrated history of working and coordinating with senior leadership; experience working with global teams is a plus.
  • Experience booking travel, including international travel, and managing multiple executives’ calendars.
  • Advanced Microsoft Office skills, with the ability to become familiar with other programs and software as needed.
  • Ability to design and edit graphic presentations, reports, and materials.
  • Demonstrated commitment to excellence - upholds the highest level of integrity and professionalism and performs consistently.
  • Demonstrated problem-solving skills.
  • Excellent verbal and written communication skills to build trust and strong relationships, effectively create reports and relate data, and communicate to a diverse workforce and external guests.
  • Strong business insight and judgment, team orientation and collaborative style.
  • Strong time management and organizational skills to plan, develop, coordinate resources, prioritize effectively, and maintain programs and initiatives simultaneously and in a fast-paced environment.
  • Ability to prioritize and effectively anticipate needs. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Ability to ethically handle sensitive and highly confidential information with impartiality and professionalism.

Perks of Being a Full-time Torc’r

Torc cares about our team members and we strive to provide benefits and resources to support their health, work/life balance, and future. Our culture is collaborative, energetic, and team focused. Torc offers:

  • A competitive compensation package that includes a bonus component and stock options
  • 100% paid medical, dental, and vision premiums for full-time employees
  • 401K plan with a 6% employer match
  • Flexibility in schedule and generous paid vacation (available immediately after start date)
  • Company-wide holiday office closures
  • AD+D and Life Insurance
Hiring Range for Job Opening
US Pay Range
$87,700$105,200 USD

At Torc, we’re committed to building a diverse and inclusive workplace. We celebrate the uniqueness of our Torc’rs and do not discriminate based on race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, veteran status, or disabilities.

Even if you don’t meet 100% of the qualifications listed for this opportunity, we encourage you to apply. We’re always looking for those that are hungry, humble, and people smart and your unique experience may be a great fit for this role or others.