The Role
Provide high-volume administrative support to officer-level Sales leadership: manage complex calendars and travel, draft correspondence, create reports and presentations, process invoices, handle customer service issues, maintain departmental records and administrative processes, support meetings and A/V needs, and complete background and compliance requirements.
Summary Generated by Built In
Position Summary:
Working in a high-volume environment, this position will provide direct support to Officer-level leadership within the Sales department. This role is critical to the success of the department and provides a broad range of strategic and tactical support to both internal and external customers.
The ideal candidate will be exceptionally organized, possess a strong work ethic, be highly collaborative, able to multi-task in a fast-paced environment, and maintain the highest level of professionalism and discretion. Prior experience supporting officer-level leadership is required for this role.
Work Location: 2675 Morgantown Rd Green Hills, PA 19607
Work Schedule: Monday - Friday 8am - 5pm (Onsite 5 days/week)
Major Responsibilities:
• Compile and monitor the daily schedules and coordinate travel for all direct reports and other team members; maintain calendar of events, project deadlines and agendas.
• Review incoming correspondence for important dates, establish diary follow-up, compose response letters and assist with emails, calls, and other correspondence.
• Create and format ad hoc and routine reports, presentations, spreadsheet projects, etc. as requested.
• Coordinate, support and aid with all aspects of the department administrative processes, including meeting scheduling, incoming calls, associate requests, mail distribution, attendance reports, equipment tracking/ordering etc., as requested, ensuring accurate and timely follow-up.
• Ensure visitors are provided appropriate directions, lodging, and travel options.
• Directly manage, or forward to the appropriate parties, the proper resolution for customer service issues and complaints.
• Process and track invoices. Run invoice reports upon request.
• Provide phone coverage, taking messages, for department upon request.
• Oversee, develop and maintain needed administrative record keeping systems and processes for the department.
• Other duties and responsibilities as assigned by supervisor
Qualifications:
• 4-7 years of administrative support experience supporting senior leadership.
• 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
• Very strong interpersonal skills to communicate effectively both in writing and verbally; ability to draft correspondence on behalf of the supported leader.
• Professional demeanor with demonstrated customer service focus
• Expert proficiency in all frequently used business software programs, applications or tools (Word, Excel, PowerPoint, Visio, Access, internet usage) required
• Past experience utilizing audio and visual conferencing equipment, including web-meeting software highly preferred.
• Ability to manage and maintain complex calendars and schedules and to navigate appointments
• 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.
Skills Required
- 4-7 years of administrative support experience supporting senior leadership
- High school diploma (some college helpful)
- Very strong written and verbal communication; ability to draft correspondence on behalf of leader
- Professional demeanor with demonstrated customer service focus
- Expert proficiency in Word, Excel, PowerPoint, Visio, Access and internet usage
- Experience with audio/visual conferencing equipment and web-meeting software
- Ability to manage and maintain complex calendars and schedules
- Regular, predictable, full attendance and willingness to work required schedule/location (onsite Monday-Friday)
- Willingness to travel as necessary
- Complete employment application, submit to background investigation (employment, education, criminal history) and drug screening
- Ability to occasionally lift/move up to 25 lbs and perform usual office physical tasks
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The Company
What We Do
Penske Truck Leasing is a leading global transportation services provider, offering truck leasing, rental, and logistics solutions with a fleet of over 400,000 vehicles. The company provides full-service truck leasing, contract maintenance, and comprehensive logistics solutions through its subsidiary, Penske Logistics. It is also shaping the future of mobility by investing in electric vehicles and advanced fleet safety systems.
