Executive Assistant – Human Resources

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 Inclusion, Diversity, Engagement, Access and Leadership (IDEAL) commitment is rooted in these values, which lead to a culture where employees are engaged and feel good about coming to work every day.

Summary

The Executive Assistant, Human Resources, provides administrative and project support to the Chief Human Resources Officer (CHRO) and supports HR department activities. This role requires a proactive, professional, and confident self-starter with exceptional organizational skills, discretion, and the ability to manage multiple tasks efficiently in a fast-paced environment. The Executive Assistant maintains the highest level of integrity in handling confidential information, demonstrates excellent communication skills when interacting with internal and external executives, and possesses analytical skills with strong proficiency in all Microsoft products.

The Executive Assistant is forward-thinking, highly organized, analytical, and detail-oriented, with a keen ability to anticipate needs before they arise. This role involves preparing executive and board-level materials, proactively managing schedules, and ensuring smooth day-to-day operations within the Human Resources function.

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.

Document Preparation & Communication

• Prepare and edit high-quality complex documents, including reports, spreadsheets, PowerPoint presentations, organizational charts, and Word documents (including mail merge) with a high degree of accuracy.
• Handle confidential correspondence and sensitive information with utmost discretion and professionalism while maintaining a professional tone.
• Draft, proofread, and format materials, ensuring accuracy and clarity. 
• Maintain agreement templates. 
• Compile relevant documents to ensure CHRO is well-prepared for meetings.
• Maintain electronic and physical filing systems, ensuring organization and easy retrieval of documents.

Budget, Travel & Expense Management

• Compile department budget with input from department team members for CHRO’s final approval.   Proactively Track invoice approvals, review expenses, and reconcile variances.
• Coordinate complex domestic and international travel itineraries, including flights, hotels, ground transportation, visa processing, and other travel requirements.  Ensure all travel arrangements align with company policies and budget guidelines.
• Process and track expense reports for CHRO and direct reports, ensuring compliance with corporate guidelines.

Executive Support & Calendar Management

• Manage calendars, scheduling, and prioritizing meetings, ensuring optimal time management for CHRO.
• Anticipate scheduling conflicts and proactively resolve them.
• Organize logistics for internal and external meetings, including booking conference rooms, to ensure a seamless experience for participants.

Meeting & Event Coordination

• Track and communicate action items from meetings to ensure timely follow-up and execution.
• Plan and coordinate HR leadership team meetings, offsite engagements, and special events.

Administrative & Other Duties

• Collaborate with other Executive Assistants to support company-wide administrative needs and maintain a strong team-oriented environment.
• Respond to ad hoc requests, and administrative duties as assigned.

Qualifications

The following generally describes requirements to successfully perform the assigned duties.

Minimum Qualifications

Education & Experience

• Bachelor’s Degree preferred in Business Administration, Human Resources, or a related field.
• Minimum of 5+ years of experience as an Executive Assistant supporting executives in a public company and/or relevant experience in a corporate HR environment.

Technical & Administrative Skills

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Strong expertise in creating presentations, analyzing and reporting data, and preparing professional correspondence.
• Automate recurring reports using advanced formulas (e.g., nested IFs, INDEX/MATCH or XLOOKUP, SUMIFS, array formulas)
• Create advanced financial dashboards and reports using pivot tables, Power Query, and data visualization tools
• Ensure accuracy, consistency, and integrity of data across multiple sources.
• Familiarity with Board of Directors materials and corporate governance procedures is preferred.
• Build, maintain, and enhance complex Excel models to support budgeting, forecasting, Report tracking, and other data.

Key Competencies

• Exceptional organizational and analytical skills with the ability to prioritize tasks, handle competing deadlines, and maintain a high level of accuracy and attention to detail.
• Strong problem-solving abilities such as being resourceful, creative, and proactive responding to challenges.
• Excellent communication and interpersonal skills with the ability to interact professionally with executives and key stakeholders.
• High level of discretion and confidentiality when handling sensitive information.
• Ability to thrive in a fast-paced, team-oriented environment collaborating effectively with other Executive Assistants and department team members.
• Flexibility and adaptability including availability for occasional work outside regular business hours as needs require.

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.

• In office, 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: Not Applicable
• 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: Not Applicable
• 10-25 lbs: Not Applicable
• 25-50 lbs: Not Applicable
• 50-75 lbs: Not Applicable
• 75+ lbs: Not Applicable

EOE including Vet/Disability

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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 [email protected] or call us at 503-684-7000. ----------------------------------------------------------------- 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.