Executive Assistant to President and CEO

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 Executive Assistant to the President and CEO is responsible for providing comprehensive support to the CEO and interfaces closely with the Greenbrier’s Board of Directors and Executive Team. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems calmly yet with a high level of urgency, professionalism, and confidentiality.

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.

• Provide proactive calendar management for CEO including prioritizing inquires and requests, troubleshooting conflicts, and making judgements and recommendations to ensure smooth day-to-day engagements. Schedule customer, industry and office meetings, set up conference calls and in-house meetings.
• Serve as the primary point of contact for internal and external individuals on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy. Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Act as a liaison and provide support to the Board of Directors.  Assist with logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO. Maintain open communications with the Executive Team and providing information and documents as needed.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; and maintaining contact lists.
• Coordinate arrangements for on- and off-site meetings such as scheduling conference rooms, catering, video conferencing equipment and appropriate conference room set-up as required; and ensuring conference room clean up after meetings. Coordinate with marketing team on materials for trade show and industry events. Coordinate all Executive Team meetings and retreats and assist with staff meetings and events including taking meeting minutes and managing follow up.
• Facilitate domestic and international travel arrangements using company travel services (commercial and charter flights, hotel, car services, rental car, visa or passport processing). Monitor travel activity to stay in front of changes or delays to schedule.
• Prepare expense reports for self and Executive while maintaining comprehensive and accurate records.
• Create and manage annual department budget.
• Completes special projects and/or other administrative functions as assigned or proactively performed for the overall benefit of the organization.

Qualifications

The following generally describes requirements to successfully perform the assigned duties.

Minimum Qualifications

Education/Experience

• Bachelor’s degree or higher
• 7+ years of experience as an Executive Assistant supporting a Senior Executives involving high-level of confidentiality

Technical Skills

• Expert proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) and Diligent, and tech savvy
• Familiarity with online travel tools (CONCUR) and time and expense reporting processes
• Exceptional time management skills and proven ability to meet deadlines
• Excellent verbal and written communication skills
• Excellent writing, editing, grammatical, organizational, and research skills

Competencies

• Ability to maintain a high level of integrity and discretion in handling confidential information.
• Demonstrated problem-solving, decision making, and prioritization skills
• Ability to react with appropriate urgency to situations and events that require quick response or turnaround
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, and outside parties
• Ability to anticipate needs and preferences – excellent judgement is essential
• Ability to work independently, multitask, and adapt to changes
• Exceptional organizational skills and impeccable attention to detail
• Ability to complete a high volume of tasks and projects with little or no guidance
• Ability to travel and be available outside of core office hours; this is a full-time office position (5 days per week during normal business hours)

Work 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, Oregon, with travel

Physical 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: Frequently
• Stand: Occasionally
• Walk: Occasionally
• Bend: Not Applicable
• Kneel/Squat: Not Applicable
• Crawl: Not Applicable
• Climb: Not Applicable
• Reach Forward: Occasionally
• Reach Upward: Not Applicable
• Handling/Fingering: Frequently

Lift / Carry Requirements

• 5-10 lbs: Occasionally
• 10-25 lbs: Not Applicable
• 25-50 lbs: Not Applicable
• 50-75 lbs: Not Applicable
• 75+ lbs: Not Applicable

Push / Pull Requirements

• Up to 10 lbs: Occasionally
• 10-25 lbs: Not Applicable
• 25-50 lbs: Not Applicable
• 50-75 lbs: Not Applicable
• 75+ lbs: Not Applicable

EOE including Vet/Disability

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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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Email communication from The Greenbrier Companies (Greenbrier) will always come from a corporate email address that ends in @gbrx.com or from our applicant tracking system, iCIMS, after you have created a secure account and submitted your application. During the application process, you will create a secure account in our secure applicant tracking site that ends with “-gbrx.icims.com”. In this portal, we will ask you to provide your contact information, past employment history, education history and other job-related information.