Executive Assistant at Pilot Company

Knoxville, Tennessee, United States -

Full Time

Start Date

Immediate

Expiry Date

17 May, 26

Salary

0.0

Posted On

17 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Meeting Coordination, Expense Reporting, Invoice Processing, Time Management, Travel Planning, Logistics Resolution, Project Management, Correspondence Preparation, Confidentiality, Tact, Diplomacy, Microsoft Office, Business Acumen, Problem Solving

Industry

Retail

Description

Company Description 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 remains 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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or any other characteristic protected under applicable federal, state, or local law. Military encouraged to apply. Job Description The purpose of this job is to provide comprehensive, professional and proactive administrative support for Pilot Flying J executive leadership, exercising confidentiality, tact and diplomacy. Essential Job Functions 1) Oversee the executive calendar and coordinate a variety of meetings and appointments; serve as a liaison between executive and other managers/ team members; complete and reconcile expense reports and process invoices. 2) Maintain ongoing communication and work closely with executive to meet upcoming commitments and responsibilities. Plan, coordinate and assist with prioritization of executive’s daily schedule, ensuring effective use of time management. 3) Arrange complex, detailed travel plans, itineraries and agendas, compile meeting documents, and monitor executive’s travel schedule; assist with resolution of logistical issues and meeting time changes 4) Support senior leadership team with ad hoc projects; follow through on projects to successful completion under deadline pressures. 5) Prepare, edit and distribute complex and confidential executive correspondence including meeting agendas and notes. Provide administrative support for emergencies during off hours, including weekends. 6) Collaborate with other executive assistants and the Chief of Staff on meetings, schedules and presentations as needed. Coordinate and plan on- and off-site events, board meetings and other company-related functions. Qualifications Functional Knowledge Business Acumen: Applies understanding of how efforts achieve organizational objectives Leadership: Acts as a team lead but is not a supervisor Problem Solving: Uses existing procedures to solve standard problems Impact: Impacts own quality and effectiveness of work Interpersonal Skills: Evaluates and communicates complex content in a clear manner Timeframe: Must meet near term targets Knowledge and Experience Education Required: High School Diploma or Equivalent Experience Required: At least 3 Years' Experience Specialized Knowledge · Intermediate Microsoft Office skills required; advanced skills preferred · Experience working on projects from inception to completion · Experience using electronic calendars to schedule appointments, meetings, and other functions Additional Information • Nation-wide Medical Plan/Dental/Vision • 401(k) Flexible Spending Accounts • Adoption Assistance • Tuition Reimbursement • Weekly Pay Position Category: Administrative Support (ADMINISTRATION)

Responsibilities

The primary function is to provide comprehensive, professional, and proactive administrative support to executive leadership, requiring strict confidentiality, tact, and diplomacy in all interactions. This includes overseeing executive calendars, coordinating complex travel, managing communications, processing expenses, and supporting senior leadership with ad hoc projects through to completion.