At Greenbrier, we do the hard work that matters. The Greenbrier Companies (NYSE:GBX) is powering the movement of products around the world as a leading designer, manufacturer and supplier of freight rail transportation equipment and services.
Greenbrier’s heritage of hard work and industrial innovation is celebrated at every level of our organization. We structure our business to support teams that deliver innovative solutions for our customers while positively impacting the world around us.
Greenbrier’s success begins with people. We believe in supporting our global workforce through our unwavering attention to Safety, Quality, Respect for People and Customer Satisfaction. Our IDEAL commitment is rooted in these values, which promotes Inclusion, Diversity, Equity, Access, and Leadership, creating a culture where employees are fulfilled and feel good about coming to work every day. A diverse, qualified, and engaged talent base is the key to our success.
Summary
The Administrative Assistant provides specialized support to the Vice President, Global Sourcing along with other departmental staff. This position requires a confident self-starter with a professional presence, a positive attitude, and the ability to build and maintain relationships. A heightened sense of organization and preparedness is necessary, and a keen eye for detail and accuracy is imperative. Candidate must be able to multi-task and juggle multiple priorities, be forward-thinking, and able to anticipate needs before they arise.
Duties and Responsibilities
To perform this job successfully, an individual must be able to perform the following essential duties satisfactorily. Other duties may be assigned to address business needs and changing business practices.
Coordinate cross-team, departmental, and 1-on-1 meetingsPrepare agendas, ensure materials are ready, track and communicate action itemsArrange domestic and international travel for VP and department staffObtain/renew international travel visas and passports as requiredPrepare departmental budget, reconcile actual vs. budget monthly, report variancesExpense report management for VP and departmentPrepare weekly and monthly reports: Rail Scorecard, KPI, Inventory Dashboard, Long PositionMaintain/update Operating Standards and Procedures (English and Spanish versions)Maintain/update org charts, including Mexico supply departmentsPrepare spreadsheets and presentationsLiaison with the Legal department on supplier compliance programsLiaison with Corporate Communications & Sustainability on ESG reportingMaintain department vacation calendar (SharePoint / ADP timekeeper delegate)Prepare reports and produce unique projects for VP, including worksheets and graphs where analysis of data is requiredSupport Mexico supply organization as requiredSchedule and coordinate events involving external customers, vendors, and other stakeholdersTrack rebates and early payment discountsTrack supply agreement renewals/expiration dates. Maintain hard and electronic copies.Manage department SharePoint SiteManage user profiles for Fed-Ex and UPSAssist with department training programsAssist staff and other departments as neededQualifications
The following generally describes requirements to successfully perform the assigned duties.
Minimum Qualifications
Bachelor’s degreeExperience as an Administrative Assistant involving high-level of confidentialityProficient with Microsoft applications such as Adobe Pro, Excel, PowerPoint, and Microsoft Word.Familiarity with online travel toolsExceptional time management skills and proven ability to meet deadlinesExcellent writing, editing, grammatical, organizational, and research skillsAbility to maintain a high level of integrity and discretion in handling confidential informationDemonstrated problem-solving, decision-making, and prioritization skillsAbility to react with appropriate urgency to situations and events that require quick response or turnaroundExcellent interpersonal and written skills with the ability to communicate effectivelyHigh degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, and outside partiesAbility to anticipate needs and preferences – excellent judgment is essentialAbility to work independently, multitask, and adapt to changesExceptional organizational skills and impeccable attention to detailAbility to complete tasks and projects with little or no guidanceWork Environment and Physical Requirements
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Lake Oswego, OregonPhysical Activities and Requirements
Frequency Key
Not Applicable: Activity is not applicable to this occupation
Occasionally: Occupation requires this activity up to 33% of the time (0- 2.5+ hours/day)
Frequently: Occupation requires this activity from 33% - 66% of the time (2.5- 5.5+ hours/day)
Constantly: Occupation requires this activity more than 66% of the time (5.5+ hours/day)
Working Postures
Sit: FrequentlyStand: OccasionallyWalk: OccasionallyBend: Not ApplicableKneel/Squat: Not ApplicableCrawl: Not ApplicableClimb: Not ApplicableReach Forward: OccasionallyReach Upward: Not ApplicableHandling/Fingering: FrequentlyLift / Carry Requirements
5-10 lbs: Occasionally10-25 lbs: Not Applicable25-50 lbs: Not Applicable50-75 lbs: Not Applicable75+ lbs: Not ApplicablePush / Pull Requirements
Up to 10 lbs: Occasionally10-25 lbs: Not Applicable25-50 lbs: Not Applicable50-75 lbs: Not Applicable75+ lbs: Not ApplicableEOE including Vet/Disability
Click here for more information: Know Your Rights
Greenbrier makes reasonable accommodations in the application and hiring process for individuals with known disabilities, unless providing accommodation would result in an undue hardship. Any applicant believing that he or she may need reasonable accommodation for any part of the application and hiring process should contact Greenbrier Human Resources at careers@gbrx.com or call us at 503-684-7000.
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