Executive Assistant

PBF Energy • Oregon, OH

10d • Onsite

About The Position

The Executive Assistant provides high-level administrative and organizational support to the Refinery Manager and refinery leadership team. The role manages executive calendars, meetings and events, communications, reports, confidential information, travel, expenses, records, and leadership initiatives. It also supports project tracking, SAP-related administrative processes, special projects, training and leadership development logistics, employee recognition, community relations, onboarding, and general office administration. The position requires professionalism, discretion, attention to detail, and effective interaction with employees, contractors, union representatives, corporate personnel, government agencies, and external stakeholders.

The position is primarily office-based within a refinery environment. Occasional travel may be required, and the schedule may need to accommodate leadership meetings, site events, and business needs outside normal working hours.

Requirements

• Minimum of 5 years of executive administrative support experience.
• 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.
• Professionalism and integrity; confidentiality and trust; customer service orientation; initiative and ownership; communication effectiveness; planning and organizing; relationship building; problem solving; adaptability and flexibility.

Nice To Haves

• Associate degree in Business Administration, Office Management, Communications, or a related field preferred; an equivalent combination of education and relevant experience may be considered.
• Experience supporting senior leadership preferred.
• 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.

Responsibilities

• Manage complex calendars, schedules, and meeting requests for the Refinery Manager and designated leadership staff.
• Coordinate leadership meetings, employee forums, town halls, special events, site visits, audits, and external stakeholder engagements.
• 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.
• 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.
• Facilitate communication and follow-up on key business initiatives and action items.
• Handle sensitive personnel, labor relations, operational, financial, and business information confidentially.
• Maintain executive files, records, and documentation in accordance with company policies and record-retention requirements.
• Support preparation and distribution of confidential reports and correspondence.
• 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree