Executive Assistant – Human Resources

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 Inclusion, Diversity, Engagement, Access and Leadership (IDEAL) commitment is rooted in these values, which lead to a culture where employees are engaged and feel good about coming to work every day.

Summary

The Executive Assistant, Human Resources, provides administrative and project support to the Chief Human Resources Officer (CHRO) and supports HR department activities. This role requires a proactive, professional, and confident self-starter with exceptional organizational skills, discretion, and the ability to manage multiple tasks efficiently in a fast-paced environment. The Executive Assistant maintains the highest level of integrity in handling confidential information, demonstrates excellent communication skills when interacting with internal and external executives, and possesses analytical skills with strong proficiency in all Microsoft products.

 

The Executive Assistant is forward-thinking, highly organized, analytical, and detail-oriented, with a keen ability to anticipate needs before they arise. This role involves preparing executive and board-level materials, proactively managing schedules, and ensuring smooth day-to-day operations within the Human Resources function.

 

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.

 

Document Preparation & Communication

• Prepare and edit high-quality complex documents, including reports, spreadsheets, PowerPoint presentations, organizational charts, and Word documents (including mail merge) with a high degree of accuracy.
• Handle confidential correspondence and sensitive information with utmost discretion and professionalism while maintaining a professional tone.
• Draft, proofread, and format materials, ensuring accuracy and clarity. 
• Maintain agreement templates. 
• Compile relevant documents to ensure CHRO is well-prepared for meetings.
• Maintain electronic and physical filing systems, ensuring organization and easy retrieval of documents.

Budget, Travel & Expense Management

• Compile department budget with input from department team members for CHRO’s final approval.   Proactively Track invoice approvals, review expenses, and reconcile variances.
• Coordinate complex domestic and international travel itineraries, including flights, hotels, ground transportation, visa processing, and other travel requirements.  Ensure all travel arrangements align with company policies and budget guidelines.
• Process and track expense reports for CHRO and direct reports, ensuring compliance with corporate guidelines.

Executive Support & Calendar Management

• Manage calendars, scheduling, and prioritizing meetings, ensuring optimal time management for CHRO.
• Anticipate scheduling conflicts and proactively resolve them.
• Organize logistics for internal and external meetings, including booking conference rooms, to ensure a seamless experience for participants.

Meeting & Event Coordination

• Track and communicate action items from meetings to ensure timely follow-up and execution.
• Plan and coordinate HR leadership team meetings, offsite engagements, and special events.

Administrative & Other Duties

• Collaborate with other Executive Assistants to support company-wide administrative needs and maintain a strong team-oriented environment.
• Respond to ad hoc requests, and administrative duties as assigned.

Qualifications

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

 

Minimum Qualifications

 

Education & Experience

• Bachelor’s Degree preferred in