Executive Assistant

Executive Assistant

 

The Executive Assistant provides high-level administrative and organizational support to the Refinery Manager and members of the refinery leadership team. This position serves as a trusted business partner responsible for managing executive calendars, coordinating meetings and events, preparing communications and reports, maintaining confidential information, and supporting site leadership initiatives. The role requires exceptional professionalism, discretion, attention to detail, and the ability to effectively interact with employees, contractors, union representatives, corporate personnel, and external stakeholders.

Executive and Administrative Support 

·        Manage complex calendars, schedules, and meeting requests for the Refinery Manager and designated leadership staff. 

·        Coordinate leadership meetings, employee forums, town halls, and special events. 

·        Prepare meeting agendas, presentations, reports, and supporting documentation. 

·        Record meeting notes and distribute action items as requested. 

·        Screen, prioritize, and respond to correspondence and inquiries on behalf of leadership. 

·        Coordinate business travel arrangements, accommodations, and expense reporting. 

 

Communication and Coordination 

·        Draft, proofread, and distribute executive communications, announcements, presentations, and correspondence. 

·        Serve as a point of contact between leadership and employees, contractors, corporate personnel, government agencies, and external business partners. 

·        Coordinate site visits, leadership meetings, audits, and external stakeholder engagements. 

·        Facilitate communication and follow-up on key business initiatives and action items.

 

Confidential and Sensitive Information Management 

·        Handle sensitive personnel, labor relations, operational, financial, and business information with the highest level of confidentiality. 

·        Maintain executive files, records, and documentation in accordance with company policies and record retention requirements. 

·        Support preparation and distribution of confidential reports and correspondence. 

 

Project and Business Support 

·        Track assignments, deadlines, and deliverables for refinery leadership initiatives. 

·        Provide SAP support including budget tracking, purchasing requests, invoices, and administrative processes. 

·        Support special projects, strategic initiatives, and continuous improvement efforts. 

·        Coordinate logistics for training programs, leadership development activities, and employee recognition events. 

• Provide administrative support for community relations activities, events, and communications.

 

Office and Site Administration 

·        Manage conference room scheduling and meeting logistics. 

·        Coordinate catering, supplies, and administrative resources for leadership activities. 

·        Support onboarding activities for salaried employees and leaders as assigned. 

·        Maintain department files, organizational charts, and contact directories. 

 

JOB QUALIFICATIONS:

 

Education 

·        Associate degree in Business Administration, Office Management, Communications, or related field preferred. 

·        Equivalent combination of education and relevant experience may be considered. 

 

Experience 

·        Minimum of 5 years of executive administrative support experience, preferably supporting senior leadership. 

·        Experience in refining, industrial operations, energy, petrochemical, or a related industry preferred. 

·        Experience managing multiple priorities in a fast-paced environment. 

·        Prior experience with SAP preferred

 

Knowledge, Skills, and Abilities 

·        Exceptional organizational and time-management skills. 

·        Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams. 

·        Strong written and verbal communication skills. 

·        Ability to manage highly confidential information with discretion and professionalism. 

·        Strong attention to detail and accuracy. 

·        Ability to anticipate needs and proactively resolve issues. 

·        Strong interpersonal skills and ability to work effectively with all levels of the organization. 

·        Ability to prioritize competing demands and meet deadlines with minimal supervision. 

 

Core Competencies 

·        Professionalism and Integrity 

·        Confidentiality and Trust 

·        Customer Service Orientation 

·        Initiative and Ownership 

·        Communication Effectiveness 

·        Planning and Organizing 

·        Relationship Building 

·        Problem Solving 

·        Adaptability and Flexibility 

 

Working Conditions 

·        Primarily office-based within a refinery environment. 

·        Occasional travel may be required. 

·        May require flexibility to support leadership meetings, site events, and business needs outside normal working hours. 

We thank all respondents for their interest in PBF Holding Company LLC (“PBF Energy”), however, only those selected for an interview will be contacted. Please no phone calls or emails to any employee of PBF Energy about this requisition. Placement agencies or recruiters need not respond. All resumes submitted by search firms to any employee of PBF Energy via email, the Internet or in any method without a valid written search agreement will be deemed the sole property of PBF Energy. No fee will be paid in the event the candidate is hired by PBF Energy as a result of the referral or through other means.

 PBF Energy is an equal opportunity employer. We are committed to creating a diverse, inclusive environment. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, sex, gender, gender identity or expression, sexual orientation, reproductive health decision making, national origin, ancestry, genetic information, physical or mental disability, medical condition, marital status, age, veteran and military status, or any other status protected by applicable law. We are committed to providing reasonable accommodation as required by law. 

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