Executive Assistant – North America Leasing & Fleet Management

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 provides administrative and project support to the Senior Vice President, North America Leasing & Fleet Management. The role includes managing complex calendars, coordinating high-level meetings, preparing executive-level documentation, and supporting day-to-day departmental operations. The position requires the ability to handle confidential information with discretion and manage multiple priorities in a fast-paced environment. Proficiency in Microsoft Office Suite, strong analytical skills, and effective written and verbal communication.

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.

• Proactively manage the SVP’s complex calendar, including scheduling, prioritizing, and resolving meeting and travel conflicts. 
• Maintain distribution lists for recurring meetings (e.g., 1:1s, team roundtables, town halls).
• Manage team calendars, including PTO, conferences, and other key dates.
• Prepare, edit, and proofread complex documents, reports, presentations, and correspondence with accuracy and professionalism, ensuring the handling of confidential information with discretion and integrity.
• Maintain organized electronic filing systems for easy retrieval.
• Arrange complex domestic and international travel (flights, hotels, transportation, visas) ensuring compliance with company policies.
• Prepare and submit timely expense reports, reconciling variances, and tracking approvals.
• Organize logistics for internal and external meetings, leadership offsites, and business unit events (space, materials, catering, A/V), ensuring seamless execution. 
• Collaborate with executive assistants, departments, and stakeholders to support company-wide initiatives and build strong cross-organizational relationships. 
• Lead or participate in special projects of interest or as assigned, tracking action items to ensure timely follow-up and execution.
• Support business unit new employee onboarding to ensure a positive experience.

Qualifications

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

Minimum Qualifications

• Bachelor’s Degree preferred but not required or equivalent professional experience.
• Minimum of 5+ years of experience as an Executive Assistant supporting C-Suite level Executives and Senior Leaders.
• Relationship Building and Collaboration: Foster a collaborative and respectful work culture by building strong cross-functional relationships and working effectively with colleagues, assistants, and stakeholders.
• Proactive Problem Solving and Judgment: Anticipate needs, think critically, exercise sound judgment, and proactively offer solutions to challenges.
• Adaptability and Resilience: Manage last-minute changes and evolving business needs with flexibility, adaptability, resilience, and autonomy.
• Communication and Professionalism: Demonstrate the highest level of professionalism, emotional intelligence, confidentiality, and accountability while working with a diverse organization and external stakeholders.
• Exceptional Organization and Efficiency: Manage complex schedules, prioritize tasks, and resolve conflicts effectively while maintaining exceptional organizational skills and attention
• Technical Proficiency: Demonstrate expert proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Outlook, SharePoint/SPO).

Preferred Qualifications

• Familiarity with corporate governance and Board of Directors materials is a plus.

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.

• In office at Lake Oswego, OR

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

Lift / Carry Requirements

• 5-10 lbs: Occasionally
• 10-25 lbs: Occasionally
• 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: Occasionally
• 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.