Sr Administrative Assistant

About the Company

Pilot Company is an industry-leading network of travel centers with more than 30,000 team members and over 750 retail and fueling locations in 44 states and six Canadian provinces. Our energy and logistics division serves as a top supplier of fuel, employing one of the largest tanker fleets and providing critical services to oil operations in our nation's busiest basins. Pilot Company supports a growing portfolio of brands with expertise in supply chain and retail operations, logistics and transportation, technology and digital innovation, construction, maintenance, human resources, finance, sales, and marketing. Founded in 1958 by Jim A. Haslam II and currently led by CEO Adam Wright, our founding values, people-first culture, and commitment to giving back remain true to us today. Whether we are serving guests, a fellow team member, or a trucking company, we are dedicated to fueling people and keeping North America moving.

About the Role

The purpose of this job is to provide administrative support by performing essential clerical and administrative functions for department management.

Responsibilities

• Provide administrative support for complex assignments under limited supervision and coordinate the work of other administrative team members as needed
• Complete assigned tasks to meet daily, weekly, and monthly deadlines and proactively manage time for ad hoc assignments
• Collaborate with supervisors to resolve administrative challenges and improve department processes and practices; mentor and support less-experienced members of the administration team
• Update and maintain databases, various spreadsheets, and generate reports as needed
• Collaborate with department leadership and team members to plan and coordinate on- and off-site events; assist with selecting venues, food, and activities at the direction of the manager
• Arrange conference, meeting, and travel reservations for managers; assist with reconciliation and preparation of expense reports
• Participate in meetings, compose and distribute meeting notes, and create routine correspondence and reports
• Operate office equipment and arrange for repairs when equipment malfunctions (e.g., fax machines, copiers, and phone systems)
• Answer telephones, greet visitors, provide information, take messages, or transfer calls/visitors to appropriate individuals

Qualifications

Functional Knowledge

• Requires a broad understanding of the job and applies to a range of processes

Business Acumen

• Applies understanding of how efforts impact broader objectives

Leadership

• May act as an informal resource

Problem Solving

• Solves problems in straightforward situations

Impact

• Impacts own quality and effectiveness of work

Interpersonal Skills

• Explains moderately complex information in straightforward situations

Timeframe

• Must meet near-term targets with moderate impact on team deliverables

Education and Experience

• High School Diploma or Equivalent required
• Minimum 1 year of experience required

Specialized Knowledge

• Advanced MS Office skills required
• Adobe Acrobat skills required
• Experience using electronic calendars to schedule meetings, appointments, and other functions
• Knowledge of company products and offerings

Benefits

• Nation-wide Medical Plan/Dental/Vision
• 401(k)
• Flexible Spending Accounts
• Adoption Assistance
• Tuition Reimbursement
• Weekly Pay