Administrative Assistant

Administrative Assistant

 

PBF Energy Inc. (NYSE:PBF) is one of the largest independent refiners in North America, operating through its subsidiaries, oil refineries and related facilities. We are seeking a talented Administrative Assistant to join our team as a pivotal member that would play a key role here at PBF Energy. This role would be located onsite at our Company headquarters in Parsippany, NJ.

This position will provide backup for Office Facilities Manager, act as central travel coordinator; provide wide range of administrative and support related tasks to VPs, other employees, and 3rd Parties.  Ensure Administrative Support Services is viewed as proactive, constructive, collaborative, problem solving team; provide backup coverage for Receptionist; and provide support to other sanctioned initiatives as required.
 

PRINCIPLE RESPONSIBILITIES:

• Assisting in maintaining a clean and professional office space (inclusive of ensuring conference rooms are clean, stocked, and organized)

• Providing back up for Receptionist functions consistent with Facilities Management requirements

  • Answering, screening and qualifying incoming calls

  • Greeting visitors and vendors

• Calendar management including, but not limited to:

  • Efficient scheduling of appointments, meetings, and conference calls

• Preparation and reconciliation of expense reports specifically for VPs

• Coordination of travel arrangements and logistics (domestic and international) and serving as a travel team contact for employees for information and issues regarding company travel

• Assisting with various projects and assignments as needed; (e.g., File Management & Organization, Mass Mailings, Copying & Binding of documents, etc.)

• Ensuring backup coverage across Administrative Support Services organization is seamlessly and flawless provided

• Fullfilling requests from employees such as office supplies requests and facility issues that need to be addressed

• Various and sundry offsite errands as necessary for support of organization

• Providing Travel related support

  • Provide end-to-end travel support for employees

  • Assist travel manager with the maintenance of the backend of the corporate travel platform

  • Serve as liason for troubleshooting and issue resolution

  • Compile monthly travel reports and assist with travel credit card reconciliations

  • Coordinate group travel logistics (up to 15+ travelers) for company events in collaboration with department managers

  • Arrange travel for non-employee guests, including interview candidates

  • Ensure compliance with company travel policies

• Providing support for the Development team

  • Utilize a Cricut machine to create a variety of items as needed

  • Familiarity with Word to create name tags, name plates, etc.

  • Assemble and organize items in preparation for outreach and training events

  • Package and prepare freight items for shipping

• Other duties as assigned

JOB QUALIFICATIONS:

• 5 yrs prior experience or similar role in a corporate public company

• College Degree required, experience in lieu of degree may be considered

• Excellent writing, editing and proofreading skills 

• Polished, professional demeanour

• Extensive experience related to Microsoft Calendar Management inclusive of coordination of conference calls, meetings, and business travel for team 

• Must be able to work independently as well as within the team

• Demonstrates high degree of integrity and confidentiality

• Advanced Microsoft skills including MS Outlook, PowerPoint, Excel (Advanced Proficiency), and Word

• Ability to work with limited supervision

• Ability to successfully partner with other support functions and individuals internal or external to organization

• Well organized, flexible, and able to multitask across different often times conflicting priorities

• Ability to appropriately prioritize tasks based upon importance to the entire organization

• Ability to successfully interact with all levels of personnel in a fast paced, time sensitive environment; and innate ability to remain flexible to conflicting priorities

• Expert level of communication and interpersonal skills (both written and verbal); and possess an extreme attention to detail

The hourly pay rate range for this position is $23.08 - $34.91. The compensation range listed in th