PBF Energy is hiring: Administrative Assistant in Parsippany-Troy Hills

Overview

Administrative Assistant position at PBF Energy. Onsite at Company headquarters in Parsippany, NJ. This role provides administrative support to the Office Facilities Manager, serves as a central travel coordinator, and supports VPs, other employees, and 3rd parties as needed.

Responsibilities

• Assist in maintaining a clean and professional office space (including conference rooms)
• Provide backup for Receptionist functions consistent with Facilities Management requirements
• Answer, screen, and qualify incoming calls; greet visitors and vendors
• Calendar management for efficient scheduling of appointments, meetings, and conference calls
• Prepare and reconcile expense reports for VPs
• Coordinate travel arrangements and logistics (domestic and international); serve as travel team contact for information and issues
• Assist with various projects and assignments (e.g., file management, mass mailings, copying and binding)
• Ensure backup coverage across Administrative Support Services
• Fulfllling requests from employees for office supplies and addressing facility issues
• Support offsite errands as necessary
• Provide end-to-end travel support and assist travel manager with maintenance of the corporate travel platform; compile monthly travel reports and assist with travel credit card reconciliations; coordinate group travel for company events
• Arrange travel for non-employee guests, including interview candidates; ensure compliance with company travel policies
• Provide support for the Development team (e.g., prepare name tags, assemble materials for outreach and training events, manage packaging and shipping of items)
• Perform other duties as assigned

Qualifications

• 1+ years of experience in a receptionist/administrative role in a professional environment preferred
• College degree required; experience in lieu of degree may be considered
• Excellent writing, editing, and proofreading skills
• Polished, professional demeanor
• Extensive experience with Microsoft Calendar Management, including conference calls, meetings, and business travel
• Ability to work independently and in a team; high integrity and confidentiality
• Advanced Microsoft skills (Outlook, PowerPoint, Excel, Word)
• Ability to work with limited supervision and partner with other support functions
• Strong organization, multitasking, and prioritization abilities
• Excellent communication and interpersonal skills; flexibility in a fast-paced environment

We are an equal opportunity employer and committed to creating a diverse, inclusive environment. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, sex, gender, gender identity or expression, sexual orientation, national origin, disability, or other status protected by law. Reasonable accommodations are provided as required by law.

Employment details

Employment type: Full-time; Seniority level: Entry level