Administrative Assistant (Industrial Products)

BNSF Railway•Fort Worth, TX

5d•$54,450 - $63,500

About The Position

We are committed to a culture where all employees are included, belong, and have equal opportunity to achieve their full potential. Career development is a lifelong process. That's one of the many exciting and rewarding aspects of working on our railroad. Regardless of where we work or what we do, we always have an opportunity to continue to learn and grow. BNSF’s Marketing team serves as a primary contact for all BNSF customers, working to make the shipping experience as easy and seamless as possible. From onboarding new customers to handling rate and service requests to answering billing questions, the Marketing team is focused on building strong customer relationships and ensuring effective communication throughout the shipping process. The team is organized into several critical business units to cater to diverse customer needs and industry demands: Agriculture and Energy, Consumer Products, and Industrial products, alongside specialized units for Customer Support, Forecasting, and Planning. Each of these units plays a role in tailoring our marketing strategies and services to meet the unique requirements of our wide-ranging customer base, ensuring a comprehensive and responsive approach to customer service and engagement Provide Administrative support to various individuals within the Industrial Products Business Unit. Regular duties will include, but not be limited to:

Requirements

Strong Analytical Skills
Efficient in Microsoft Office Suite Applications (Word, Outlook, Excel, PowerPoint).
Experience in managing C-Suite calendars for internal/external meetings including all facets of travel arrangements.
Strong written and verbal communication skills.
Effective time management skills with ability to prioritize conflicting schedules.
Proactive and positive mindset.
Detail-oriented and problem solver.
Able to work independently and in a team environment.

Nice To Haves

Undergraduate degree, currently working towards a degree (ideally in a business related discipline), or continued education hours.
Professional administrative certification.
Previous experience supporting executive level leader.
Experience with Concur System for travel arrangements and expense report preparation.
Experience with Material Management Launchpad System for ordering supplies.
International Travel experience, including VISA applications.

Responsibilities

Proactively manage calendars for Group Vice President and others within the Business Unit. This task involves setting up internal/external meetings, arranging for travel, and scheduling outside meeting attendance, along with tracking meeting attendance.
Set up meetings that may require reserving rooms (both on and off campus locations), ordering catering (from both in-house and outside caterers), sending invitations and communications to attendees, and assisting with Audio-Visual set-up.
Assist in the planning of Staff Meetings and Customer Events (experience with Cvent management software and ideally Salesforce) create, send and manage cusotmer invitiations.
Answer calls and emails for various Marketing leaders, both in Industrial Products and other areas of Marketing.
Work with other Marketing Administrative Assistants to ensure phone coverage and provide support to other assistants and/or Marketing leaders, as needed, either during or after working hours.
Assist with onboarding of new Industrial Products employees that will be located either in the Corporate Headquarters or field locations. Onboarding consists of ordering computer equipment, cell phones, credit cards, using CAT tools, CARS, facilities request and tech now.
Schedule travel reservations for employees through Concur system. Gather and assemble information on travel itinerary (times and details on flights, hotels, ground transportation, dinners, attire, etc.).
Process Expense Reports through Concur system by reviewing charges, obtaining necessary receipts/documents, and verifying that reports are processed in accordance with Travel Policy.
Order Office Supplies through Materials Management Launchpad System ensuring all items are ordered in a timely, efficient manner while being mindful of spending costs and department budgets.
Communicate effectively with internal/external stakeholders.
Ensure all confidential matters are handled discreetly and shared on a need to-know basis.
Meet deadlines, follow-up on actions, and be accountable for adhering to all company policies and procedures.
Work in a team environment with ability to adapt to changing conditions.
Maintain professional work environment.