Executive Assistant

Executive Assistant

 

PBF Energy Inc. (NYSE: PBF), one of the largest independent petroleum refiners and suppliers of unbranded transportation fuels, heating oil, petrochemical feedstocks, lubricants and other petroleum products in the United States, is seeking an experienced Executive Assistant for the Legal Department. This role would be located onsite at our Company headquarters in Parsippany, NJ.

As an Executive Assistant supporting the Corporate Legal Department, you will provide high-level administrative and legal support with a focus on corporate governance, document management, and board processes for a public company.  You will play a critical role in ensuring the efficiency and accuracy of department operations and board communications.

The successful candidate will:

• Corporate Legal Administration:
  • Maintain corporate books and records and maintain entity information in Secretariat and coordinate corporate regulatory filings
  • Manage processing of department invoices: code expenses, track projects, assist with budgeting and accruals
  • Coordinate execution of legal documents, both manually and electronically
  • Coordinate with internal departments and external counsel as needed
  • Serve as the Legal Department's administrative point of contact for internal and external stakeholders
• Departmental & Administrative Support:
  • Manage complex calendars, travel arrangements, and expense reports
  • Provide word processing, proofreading, and file organization support
  • Maintain legal department subscriptions and assist with internal communications
  • Handle department invoice processing, budgeting support, and project tracking
• Board Support:
  • Administer board portal
  • Coordinate scheduling, agendas, and meeting logistics for Board and Committee meetings
  • Compile and distribute Board and Committee meeting materials; liaise with Board members and their executive assistants
  • Prepare and manage director & officer questionnaires, annual evaluations, and surveys
  • Assist with meeting minutes and corporate recordkeeping
• Other responsibilities as assigned

QUALIFICATIONS:

• High School Diploma; bachelor’s degree or associate degree in office management or related field preferred
• 7+ years of experience in an executive administrative or legal assistant role, preferably within a corporate legal or public company setting
• Ability to work fast and accurately under pressure, always maintaining professional disposition
• Impeccable organization and time management, with the resilience to adapt and juggle multiple priorities effectively
• A proactive, resourceful and solution-oriented mindset, anticipating needs and taking initiative
• Team-oriented, with a high level of interpersonal skills and professionalism to be able to interact with all levels of executives, both internally and externally, as well as Board members
• Strong project management skills
• Advanced proficiency in Microsoft Office Suite (including PowerPoint, Word, Excel, Outlook, and Teams); familiarity with document management systems
• Experience with board portal software, Adobe Sign or DocuSign, and accounts payable systems
• Strong organizational skills, judgement, discretion, and a proactive approach
• High attention to detail and ability to manage multiple priorities independently
• Familiarity with legal terminology and processes is a plus
• High level of professionalism with the ability to handle confidential information with discretion
• Strong attention to detail and process orientation, and excellent proofreading skills
• Excellent written and verbal communication skills
• Excellent customer service skills
• ONLY CANDIDATES MEETING THE ABOVE REQUIREMENTS WILL BE CONSIDERED.
• FOR SERIOUS CONSIDERATION, PLEASE INCLUDE YOUR SALARY REQUIREMENTS.

The salary range for this position is $64,121.20- $100,393.15.
The compensation range listed in this posting is in compliance with applicable state law.  Factors such as scope and responsibilities of the position, candidate’s work experience, education/training, job-related skills and internal peer equity will be considered in determining the selected candidate’s compensation.  Salaries at the time of hire are typically in the lower to middle portion of the above range in order to provide the opportunity to reflect future performance-based increases.  In addition to salary, PBF offers a comprehensive benefits package which includes bonus eligibility, health care, retirement benefits, and paid time off.

We thank all respondents for their interest in PBF Holding Company LLC (“PBF Energy”), however, only thos