Executive Assistant

As the leading transit bus manufacturer in the United States, GILLIG buses play a critical role in the environmental and social initiatives in communities across our nation.  GILLIG is on the forefront in the transition to zero-emission vehicles and has an unmatched reputation in the industry for quality, reliability, durability, service, and support.  From initial design through final assembly, each GILLIG bus is designed and built in Livermore, CA. 

Why Gillig

• Leader in environmentally friendly mobility solutions including battery electric, hybrid electric, near-zero CNG and clean diesel transit buses
• Renowned for its inclusive team/family-oriented culture
• Stable, successful, and growing organization – a Bay Area business for over 132 years!
• Flexible schedules (*depending on project needs)
• Excellent compensation including company paid medical premiums, generous retirement plan and other comprehensive benefits

About The Role

We are seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive support to our Chief Financial Officer (CFO) and Vice President, Human Resources. This dynamic role will include managing complex calendars, coordinating high-level meetings, supporting financial reporting processes, crafting written correspondence and acting as a trusted liaison between the CFO and internal/external stakeholders. The ideal candidate will demonstrate exceptional communication skills, discretion with confidential information, and the ability to prioritize effectively in a fast-paced environment.

This position will report directly to the Chief Financial Officer (CFO) and will also provide 20% high-level support to the VP, HR requiring versatility and the ability to understand multiple leadership needs.

In This Role You Will

• Manage complex executive calendars, coordinate meetings, prioritize engagements, and resolving scheduling conflicts
• Arrange executive travel, prepare detailed itineraries, and process/reconcile expense reports
• Support preparation of reports, presentations, dashboards and board materials
• Initiate and facilitate the creation of pre-read memos, announcements, company communication and agenda topics for company-wide initiatives and leadership staff meetings
• Take meeting minutes, and monitor project progress of outstanding action items
• Serve as a liaison between executives, internal departments, external partners, and board-level stakeholders to maintain effective communication (may include reviewing, prioritizing and responding to email accounts for the CFO and VP of HR)
• Provide backup support to the Senior Executive Assistant to the CEO on enterprise-level matters
• Support the CFO and VP, HR with strategic goal tracking, management reporting, key metric monitoring, and value capture reporting
• Monitor reporting and compliance deadlines, support annual planning logistics, and maintain filing systems and legal documents for Finance and HR
• Collaborate with Finance, IT, HR, and Operational Excellence on moderately complex projects, events, vendor demonstrations, and improvement efforts
• Coordinate logistics for leaderships’ team events, town hall meetings and other company initiatives and activities
• Assist with Office/Facilities related needs in multiple office locations
• Assist in the implementation of administrative systems or tools designed to enhance productivity
• Complete other assignments as requested

Basic Qualifications

• Minimum 4 years of experience in an executive level assistant role (BA in Business Administration a plus)
• Proven ability to communicate effectively and with a high-level of discretion and diplomacy
• Proven proficiency in producing clear and articulate written correspondence and crafting of comprehensive written materials  
• Demonstrated track record of supporting C-level or senior executives using discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality
• Develop positive strategic relationships at all levels of the organization
• Ability to work independently and exercise good judgment in moderately complex situations
• Excellent time management skills with the ability to prioritize effectively
• Adaptability and flexibility in a changing business environment
• Problem-solving skills with a solutions-oriented approach
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams)
• Support the CFO at both sites (Livermore and Pleasanton) up to 2 days per week and/or as needed

Work Environment

• Ability to lift 25 lbs.
• Prolonged periods of sitting/standing at a desk and working on a computer
• Regularly required to sit, stand, and walk and occasionally kneel or squat
• The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation
• Local travel required (Livermore and Pleasanton)
• Standard start time: 6:30am (negotiable)
• Must be able to navigate manufacturing environment, comfortable around heavy machinery, tools, etc.
• Must be able to wear Personal Protective Equipment, (i.e. safety glasses, bump caps, hearing protection, etc.)

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

 GILLIG is committed to providing equal opportunities to all employees and applicants for employment. We are committed to creating an inclusive and diverse workplace that values and respects the unique talents, experiences, and perspectives of our employees and the people we serve. As an equal opportunity employer, we do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, pregnancy, gender identity or any other characteristic protected by law.

Expected Compensation

$75,000 - $145,000/annual salary + premium benefits  

Pay offered may vary depending on multiple individualized factors, including market location, job classification, job-related knowledge, skills, and experience. The total compensation package for this position may also include other elements dependent on the position offered. Details of participation in these benefit plans will be provided if a candidate receives an offer of employment.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

GILLIG is committed to providing equal opportunities to all employees and applicants for employment. We are committed to creating an inclusive and diverse workplace that values and respects the unique talents, experiences, and perspectives of our employees and the people we serve. As an equal opportunity employer, we do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, pregnancy, gender identity or any other characteristic protected by law.

GILLIG is an equal employment opportunity and affirmative action employer.