Administrative Assistant
: Job Details :

**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 IDEAL commitment is rooted in these values, which promotes Inclusion, Diversity, Equity, Access, and Leadership, creating a culture where employees are fulfilled and feel good about coming to work every day. A diverse, qualified, and engaged talent base is the key to our success.

**Summary**

The Administrative Assistant provides specialized support to the Vice President, Global Sourcing along with other departmental staff. This position requires a confident self-starter with a professional presence, a positive attitude, and the ability to build and maintain relationships. A heightened sense of organization and preparedness is necessary, and a keen eye for detail and accuracy is imperative. Candidate must be able to multi-task and juggle multiple priorities, be forward-thinking, and able to anticipate needs before they arise.

**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._

+ Coordinate cross-team, departmental, and 1-on-1 meetings

+ Prepare agendas, ensure materials are ready, track and communicate action items

+ Arrange domestic and international travel for VP and department staff

+ Obtain/renew international travel visas and passports as required

+ Prepare departmental budget, reconcile actual vs. budget monthly, report variances

+ Expense report management for VP and department

+ Prepare weekly and monthly reports: Rail Scorecard, KPI, Inventory Dashboard, Long Position

+ Maintain/update Operating Standards and Procedures (English and Spanish versions)

+ Maintain/update org charts, including Mexico supply departments

+ Prepare spreadsheets and presentations

+ Liaison with the Legal department on supplier compliance programs

+ Liaison with Corporate Communications & Sustainability on ESG reporting

+ Maintain department vacation calendar (SharePoint / ADP timekeeper delegate)

+ Prepare reports and produce unique projects for VP, including worksheets and graphs where analysis of data is required

+ Support Mexico supply organization as required

+ Schedule and coordinate events involving external customers, vendors, and other stakeholders

+ Track rebates and early payment discounts

+ Track supply agreement renewals/expiration dates. Maintain hard and electronic copies.

+ Manage department SharePoint Site

+ Manage user profiles for Fed-Ex and UPS

+ Assist with department training programs

+ Assist staff and other departments as needed

**Qualifications**

_The following generally describes requirements to successfully perform the assigned duties._

**Minimum Qualifications**

+ Bachelor's degree

+ Experience as an Administrative Assistant involving high-level of confidentiality

+ Proficient with Microsoft applications such as Adobe Pro, Excel, PowerPoint, and Microsoft Word.

+ Familiarity with online travel tools

+ Exceptional time management skills and proven ability to meet deadlines

+ Excellent writing, editing, grammatical, organizational, and research skills

+ Ability to maintain a high level of integrity and discretion in handling confidential information

+ Demonstrated problem-solving, decision-making, and prioritization skills

+ Ability to react with appropriate urgency to situations and events that require quick response or turnaround

+ Excellent interpersonal and written skills with the ability to communicate effectively

+ High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, and outside parties

+ Ability to anticipate needs and preferences - excellent judgment is essential

+ Ability to work independently, multitask, and adapt to changes

+ Exceptional organizational skills and impeccable attention to detail

+ Ability to complete tasks and projects with little or no guidance

**Work Environment and Physical Requirements**

**Work Environment**

_The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions._

+ Lake Oswego, Oregon

**Physical Activities and Requirements**

_Frequency Key_

Not Applicable: Activity is not applicable to this occupation

Occasionally: Occupation requires this activity up to 33% of the time (0- 2.5+ hours/day)

Frequently: Occupation requires this activity from 33% - 66% of the time (2.5- 5.5+ hours/day)

Constantly: Occupation requires this activity more than 66% of the time (5.5+ hours/day)

**Working Postures**

+ Sit: Frequently

+ Stand: Occasionally

+ Walk: Occasionally

+ Bend: Not Applicable

+ Kneel/Squat: Not Applicable

+ Crawl: Not Applicable

+ Climb: Not Applicable

+ Reach Forward: Occasionally

+ Reach Upward: Not Applicable

+ Handling/Fingering: Frequently

**Lift / Carry Requirements**

+ 5-10 lbs: Occasionally

+ 10-25 lbs: Not Applicable

+ 25-50 lbs: Not Applicable

+ 50-75 lbs: Not Applicable

+ 75+ lbs: Not Applicable

**Push / Pull Requirements**

+ Up to 10 lbs: Occasionally

+ 10-25 lbs: Not Applicable

+ 25-50 lbs: Not Applicable

+ 50-75 lbs: Not Applicable

+ 75+ lbs: Not Applicable

**EOE including Vet/Disability**

Click here for more information:Know Your Rights

Greenbrier makes reasonable accommodations in the application and hiring process for individuals with known disabilities, unless providing accommodation would result in an undue hardship. Any applicant believing that he or she may need reasonable accommodation for any part of the application and hiring process should contact Greenbrier Human Resources at ...@gbrx.com or call us at 503-###-####.

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Email communication from The Greenbrier Companies (Greenbrier) will always come from a corporate email address that ends in @gbrx.com or from our applicant tracking system, iCIMS, after you have created a secure account and submitted your application. During the application process, you will create a secure account in our secure applicant tracking site that ends with -gbrx.icims.com . In this portal, we will ask you to provide your contact information, past employment history, education history and other job-related information.

**Job Locations** _US-OR-Lake Oswego_

**ID** _2024-3465_

**Company** _Greenbrier Leasing Company LLC_

**Position Type** _Regular Full-Time_

**Category** _Administration_

**Workplace Type** _Onsite_