Executive Assistant Job Listing at Penske in Reading, PA (Job ID 2415459)

Description

Overview:

We are seeking a highly organized and proactive Executive Assistant to provide day-to-day support for a team of Human Resources leaders. This role will involve managing complex calendars, coordinating logistics, handling expenses, and assisting with communications, agenda preparation, and team coordination. The ideal candidate will demonstrate exceptional attention to detail, problem-solving skills, and the ability to manage multiple tasks and priorities in a fast-paced environment. You will play a key role in enabling these leaders to focus on strategic priorities while ensuring smooth operations across the HR function.

This position is based in our corporate offices in Reading, PA and has an in-office work schedule, five days per week. In this role you will reports to the Vice President HR-Operations, with strong direction from the Senior Executive Assistant in the department.

Responsibilities:

Calendar & Scheduling Management:

• Manage and prioritize the daily, weekly, and monthly calendars for the leaders, ensuring alignment with team priorities and urgent matters.
• Coordinate and schedule internal and external meetings, ensuring all logistics (time, location, virtual links) are in place.
• Organize and manage travel arrangements, including booking flights, hotels, and transportation, while adhering to budget and company policies.

Expense Management:

• Oversee and track expenses for HR leadership, including processing and reconciling expense reports, ensuring compliance with company policies and timelines.
• Prepare and submit reimbursements and purchase requests as needed.

Meeting & Event Coordination:

• Assist in organizing team meetings, off-sites, and events by coordinating logistics (venues, catering, AV equipment, etc.), creating agendas, and ensuring all materials are prepared in advance.
• Ensure that meetings are efficiently run, ensuring proper follow-up on action items and decisions.

Agenda & Communication Support:

• Support the leaders in creating and distributing meeting agendas, presentations, and relevant documents.
• Draft, proofread, and edit internal communications, memos, and presentations.
• Act as a liaison between leadership and other internal teams to ensure alignment and timely communication.

Team Coordination & Special Projects:

• Collaborate with other administrative assistants to provide seamless support across the broader HR function.
• Coordinate and track deliverables for key projects and initiatives, ensuring follow-through and timely execution.
• Help prepare materials and provide logistical support for special projects and initiatives as directed by the HR leadership team.

General Administrative Support:

• Act as a point of contact for the HR leadership team for administrative needs, and proactively anticipate upcoming needs.
• Assist in managing office supplies, maintaining filing systems, and other administrative tasks as needed.

Qualifications:

Experience and Education

• Minimum of 4-7 years of experience as an Executive Assistant or in a similar administrative support role, ideally in an HR or corporate setting.
• Minimum high school diploma; some college is helpful, as additional education provides broader perspectives, and provides additional functional expertise that can be applied on the job

Skills:

• Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
• Strong attention to detail and problem-solving abilities.
• Excellent written and verbal communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with HR systems or tools is a plus.
• Strong interpersonal skills with the ability to work effectively with senior leadership and team members.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Personal Attributes:

• Self-motivated, proactive, and able to work with minimal supervision.
• Adaptable to change and comfortable working in a fast-paced, dynamic environment.
• Strong team player with a positive attitude and a willingness to take initiative.
• Regular, predictable, full attendance is an essential function of the job
• Willingness to travel as necessary, work the required schedule, work at the specific location required, complete Penske employment application, submit to a background investigation (to include past employment, education, and criminal history) and drug screening are required.

Physical Requirements:

The physical and mental demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The associate will be required to: read; communicate verbally and/or in written form; remember and analyze certain information; and remember and understand certain instructions or guidelines.
• While performing the duties of this job, the associate may be required to stand, walk, and sit. The associate is frequently required to use hands to touch, handle, and feel, and to reach with hands and arms. The associate must be able to occasionally lift and/or move up to 25lbs/12kg.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.

Penske is an Equal Opportunity Employer.

About Penske Truck Leasing/Transportation Solutions

Penske Truck Leasing/Transportation Solutions is a premier global transportation provider that delivers essential and innovative transportation, logistics and technology services to help companies and people move forward. With headquarters in Reading, PA, Penske and its associates are driven by a dedication to excellence and a commitment to customer success. Visit Go Penske to learn more.

Job Category: Human Resources

Job Function: Administrative Support

Job Family: General Administration

Address: 100 Gundy Drive

Primary Location: US-PA-Reading

Employer: Penske Truck Leasing Co., L.P.

Req ID: 2415459