Executive Assistant
Working in a high-volume environment, this position will be responsible for direct support of Officer level leadership. This role provides a broad range of strategic and tactical support to internal and external customers.
In addition to executive support responsibilities, this role supports the execution of daily operational activities, training coordination, onboarding and offboarding activities, administrative processes, asset management, and team operations. The position serves as a key coordination point between internal stakeholders, vendors, and systems, enabling seamless execution of operational priorities and supporting continuous improvement efforts.
The successful candidate will be exceptionally organized, possess a strong work ethic, be highly collaborative, able to multi-task, and hold the highest level of professionalism and discretion. Prior experience supporting officer level leadership is required for this role.
Work Location: 2675 Morgantown Rd, Green Hills, PA 19607
Work Schedule: Monday-Friday, 8:00 a.m. - 5:00 p.m. (Onsite 5 days/week)
-Compile and monitor the daily schedules and coordinate travel for all direct reports and other team members; maintain calendar of events, project deadlines and agendas. Review incoming -correspondence for important dates, establish diary follow-up, compose response letters and assist with emails, calls, and other correspondence.
-Create and format ad hoc and routine reports, presentations, spreadsheet projects, etc. as requested.
-Coordinate, support and provide assistance for all aspects of the department administrative processes, including meeting scheduling, incoming calls, associate requests, mail distribution, attendance reports etc., as requested, ensuring accurate and timely follow-up.
-Coordinate travel and process expense reports for leadership.
-Ensure visitors are provided appropriate directions, lodging, and travel options.
-Directly manage, or forward to the appropriate parties, the proper resolution for customer service issues and complaints.
-Process and track invoices. Run invoice reports upon request.
-Maintain and update team P&L tracking tools and reporting; support budget development and ongoing expense monitoring.
-Assist with purchasing activities, invoice tracking, and expense coordination.
-Provide phone coverage, taking messages, for department upon request.
-Oversee, develop and maintain needed administrative record keeping systems and processes for the department.
-Coordinate daily operational and administrative activities to support team objectives and serve as a central point of contact for operational and logistical needs.
-Plan and execute team meetings, events, and offsite sessions, including logistics, materials, catering, and vendor coordination.
-Coordinate training schedules, logistics, participant enrollment, and related communications.
-Prepare and distribute training materials in digital and printed formats.
-Support onboarding processes to ensure a consistent and organized new-hire experience.
-Maintain training records, documentation, and tracking systems.
-Ensure training spaces, materials, and resources are prepared and avaiaible.
-Coordinate offboarding of departing associates, including asset returns and related documentation.
-Manage ordering, inventory, and distribution of office and training supplies.
-Maintain inventory and tracking of team IT assets, training equipment, and related supplies.
-Coordinate monthly updates and mainteance for network-connected devices; oversee printer management and related supplies.
-Partner with IT and external vendors to address equipment or system issues.
-Maintaining records and upkeep of service vehicles.
-Utilize AS400 system process reports.
-Other duties and responsibilities as assigned by leadership.
Qualifications:
-Minimum high school diploma; some college is helpful, as additional education provides broader perspectives, and provides additional functional expertise that can be applied on the job
- Very strong interpersonal skills to communicate effectively both in writing and verbally; ability to draft correspondence on behalf of the supported leader.
- Professional demeanor with demonstrated customer service focus
-Expert proficiency in all frequently used business software programs, applications or tools (Word, Excel, PowerPoint, Visio, Access, internet usage) required
-Past experience utilizing audio and visual conferencing equipment, including web-meeting software highly preferred.
- Ability to manage and maintain complex calendars and schedules and to navigate appointments.
-Regular, predictable, full attendance is an essential function of the job
-Willingness to travel as necessary, work the required schedule, work at the specific location required, complete Penske employment application, submit to a background investigation (to include past employment, education, and criminal history) and drug screening are required.
Physical Requirements:
-The associate will be required to: read; communicate verbally and/or in written form; remember and analyze certain information; and remember and understand certain instructions or guidelines.
-While performing the duties of this job, the associate may be required to stand, walk, and sit. The associate is frequently required to use hands to touch, handle, and feel, and to reach with hands and arms. The associate must be able to occasionally lift and/or move up to 25lbs/12kg.
-Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.
Penske is an Equal Opportunity Employer.