Executive Administrator - TEC Equipment : Job Details

About Us:

Headquartered in Portland, Oregon, TEC has 30+ locations from Seattle to San Diego to the Midwest, serving thousands of customers across Washington, Oregon, California, Nevada, Arizona, Nebraska, Iowa and South Dakota.

TEC Equipment features Mack and Volvo heavy-duty trucks, Hino and Isuzu medium duty trucks, Wabash trailers and Cottrell auto transport trailers. We offer a large and desirable inventory of new Mack and Volvo heavy-duty trucks and all makes of used trucks. Our full-service line-up also features quality parts, state-of-the-art service, collision centers and fuel, leasing/rental, financing, and insurance. Our locations are authorized service centers for Mack, Volvo, Cummins, Meritor, Eaton and Fuller warranties. TEC truly offers the convenience of one-stop shopping for all trucking-related needs.

Overview:

The Executive Administrator provides support for the Leasing Department and assist with various operational activities. Reporting directly to the Director of Corporate Operations, this role will provide administrative support to key executives, including the VP of Leasing, Directors of Leasing, and Regional Operations Managers. The Executive Administrator will manage calendars, coordinate travel, support company aircraft logistics, and handle special projects, while also playing a vital role in company-wide corporate event planning and operational tasks. This role works with the Director and Vice President to collect and organize presentations for large meetings from the various presenters and ensure visual and professional continuity amongst all the presentations. The Executive Administrator actively manages the access and administration of several systems up to and including Enrich, Salesforce, Goetab, and others to be assigned. They maintains a professional and courteous demeanor and is act as role model for others in that regard. Finally, the person in this position must embody at all times the TEC company values of Teamwork, Entrepreneurship, and Customer Focus.

Responsibilities:

• Provide comprehensive administrative support to the VP of Leasing, Directors, and Regional Operations Managers. Draft, prepare, and edit dynamic and high visibility communications for leaders.
• Directly manage complex meeting schedules for corporate officers for local and national activities, using discretion when scheduling appointments, conferences, presentations, and travel arrangements.
• Coordinate large management events such as quarterly business reviews, trainings and retreats. Utilize sound judgment to accurately book travel and lodging arrangements, taking into consideration cost and effectiveness of travel arrangements.
• Serve as the primary point of contact for internal and external stakeholders regarding meeting scheduling, travel, and other executive needs. Sort, read, and prioritize incoming correspondence while maintaining confidentiality.
• Coordinate meetings for multiple levels of management to include action tracking of key initiatives and meeting minutes' preparation.
• Plan and coordinate events, working cross-functionally with other team members and stakeholders as needed. Proactively handle issues that arise during events.
• Manage or supervise the tracking, reporting, and completion of expense reports, vacation schedules, and similar items.
• Oversee logistics related to company aircraft, including coordinating rental cars, catering, and flight schedules.
• Serve as a liaison between internal stakeholders and external service providers (pilots, FBOs, etc.).
• Manage system access requests and provide basic support to the Leasing Department's systems and tools.
• Assist with onboarding new employees within the Leasing Department.
• Manage Leasing's annual calendar forecast and proactively schedule 1:1's with team members to assist with schedules.
• Provide leadership, guidance, and delegation of leasing office administrative tasks. Ensure accurate and timely reporting to both internal and external stakeholders. Continuously review reporting processes for opportunities to enhance efficiency and effectiveness.
• Build and maintain strong relationships with internal departments, external partners, and OEMs. Ensure open communication to foster collaboration and drive business growth.
• Stay current with industry best practices and collaborate with the key stakeholders to enhance processes. Actively seek out opportunities for continuous improvement and recommend new solutions as the business evolves.
• Demonstrate initiative in researching and understanding relevant policies and procedures. Proactively share knowledge with the key stakeholders to support collective growth and process alignment.
• Perform other duties as required to support departmental and organizational needs.

Qualifications:

• Education and/or experience equivalent to Bachelor's degree in business administration or related field
• Minimum 5 years' experience in an administrative management or equivalent position.
• Experience working independently to support multiple stakeholders, preferably within a fast-paced, geographically diverse environment
• Knowledge of basic accounting processes (reconciliations, AR, AP, basic understanding of general ledger).
• Advanced skill in the use of Microsoft Office applications (Word, Excel, Power Point, Teams) and other common applications like Docusign, Zoom, and WebEx
• Must be able to work with detailed information under considerable time limitations and with little to no supervision.
• Sound judgment and excellent problem solving and critical thinking skills; ability to apply skills within scope of work in ambiguous or changing environment
• Excellent attention to detail and able to complete all work with minimal errors
• Ability to perform duties with the highest level of tact and confidentiality
• Well-developed interpersonal skills.
• Able to work with diverse personalities.
• Ability to follow through and complete tasks.
• Self-motivated with excellent communication skills in all forms.
• Professional and cooperative attitude with co-workers and customers.

Benefits:

TEC provides our employees and their families with a full menu of health, wellness, and retirement benefits.

New hires are eligible to participate in TEC Equipment's comprehensive benefits plan the first of the month following your date of hire.

• Choice of two comprehensive medical plan options that include prescription drug coverage
• Choice of two dental plans that cover preventative and diagnostic care, basic and major services, and orthodontia for children
• Vision care, discounted hearing exams, and hearing aids
• 401(k) retirement savings plan with company contribution
• Life, accident, and disability insurance
• Employee Assistance Program (EAP)
• Education assistance
• Seven paid holidays, vacation accrual of at least 48 hours per year, and paid sick

Statements:

All offers of employment are contingent upon successful completion of all applicable screenings.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Pursuant to the San Francisco Fair Chance Ordinance and the Los Angeles Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.