Company Overview
Palmer Gas & Oil is a family-owned and operated business renowned for its commitment to teamwork, community service, and employee growth. As one of the largest oil and propane suppliers in its region, the company offers a supportive environment with competitive benefits.
SUMMARY
Highly organized, professional, and proactive Executive Assistant to provide high-level administrative and operational support to senior leadership. Must possess exceptional communication, organizational, and time-management skills, with the ability to manage multiple priorities in a fast-paced environment. This individual must exercise sound judgment, maintain strict confidentiality, and serve as a trusted partner to leadership by coordinating schedules, communications, projects, and key business initiatives. The Executive Assistant will play a critical role in ensuring the efficient operation of the executive office and fostering effective communication across the organization. The executive team consists of VP Business Operations, VP of HR & Safety and Director of Operations.
WORK HOURS
Normal work schedule is 8:00 a.m. to 5:00 p.m., Monday through Friday, with a one-hour lunch break. Flexibility in scheduling may be available based on business needs.
Additional hours may occasionally be required during peak business periods or to support special projects and company events.
ESSENTIAL DUTIES AND RESPONSIBILITIES The following duties are representative of the position but are not intended to be all-inclusive. Additional duties may be assigned as needed.
Promote efficient communication, positive working relationships, and collaboration among employees and management.
Handle sensitive and confidential information with the highest degree of professionalism and discretion.
Manage executive calendars, appointments, meetings, and travel arrangements.
Coordinate and prepare meeting agendas, presentations, reports, correspondence, and supporting materials.
Screen, prioritize, and respond to phone calls, emails, and other communications on behalf of executive leadership.
Organize and maintain electronic and physical files, records, and confidential documentation.
Serve as a liaison between executives, employees, customers, vendors, and external business partners.
Coordinate projects and initiatives, monitor progress, and follow up on action items to ensure timely completion.
Prepare expense reports, invoices, purchase requests, and other administrative documentation.
Coordinate company meetings, events, leadership functions, and employee recognition activities.
Support internal communications and initiatives that promote operational efficiency and organizational effectiveness.
Anticipate executive needs and proactively resolve scheduling, administrative, and operational challenges.
Administer, distribute, and maintain records associated with company ticket programs such as Red Sox Ticket and special employee events
Conduct research, audits, and fact-finding assignments; investigate issues and prepare findings and recommendations for leadership review.
Review security camera footage and related documentation when requested to assist with investigations involving company property or operations.
Monitor compliance with required departmental reporting and maintain a master reporting schedule to ensure accountability.
Perform periodic audits of departmental reports and records to verify completeness, accuracy, and compliance with company standards.
Coordinate and facilitate scorecard and performance review meetings, including preparation of supporting documentation and metrics.
Assist in the development, maintenance, and implementation of company policies, procedures, forms, and administrative processes.
Monitor industry, community, and company-related publications and distribute relevant information to appropriate personnel.
Support leadership in identifying operational concerns, communication gaps, and opportunities for process improvement.
Always maintains and promotes company brand guidelines and core values (Friendly, Simple, Safe).
SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
· Exceptional organizational, multitasking, and time-management skills with the ability to effectively prioritize competing responsibilities in a fast-paced environment.
· Excellent written, verbal, and interpersonal communication skills, with the ability to interact professionally at all levels of the organization.
· Proven ability to maintain strict confidentiality and exercise sound judgment when handling sensitive information.
· Strong attention to detail, accuracy, and follow-through, with excellent problem-solving and critical-thinking abilities.
· Self-motivated and capable of working independently while managing multiple projects and deadlines.
· Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace applications.
· Experience supporting senior executives, ownership teams, or other high-level leadership positions.
· Familiarity with scheduling software, CRM systems, ERP platforms, and other business productivity tools.
· Project management, event planning, and meeting coordination experience preferred.
· Ability to interpret and execute instructions furnished in written, oral, diagrammatic, or schedule form.
· Demonstrated ability to anticipate needs, proactively resolve issues, and support organizational objectives.
SAFETY
Working safely is a condition of employment. Employees shall verbally report and photograph all crashes / injuries to their Manager immediately. If your manager is not available, report the crash / injury to the Safety Director, another Manager, or Human Resource Manager.
EDUCATION AND/OR EXPERIENCE Associates or Bachelor’s degree preferred. At least five years of related experience. Must be professional and be able to work with confidential information. Must be able to pass PERC Education Program (PEP)
LANGUAGE SKILLS Must speak fluent English. Ability to read and interpret documents such as safety rules and procedure manuals. Ability to read and comprehend instructions, short correspondence, and memos. Ability to write simple correspondence.
COMPUTER SKILLS Proficient in Microsoft Office suite: Word, Outlook, PowerPoint, Excel. Must be able to run reports in all software programs we use. Ability to quickly learn our computer software. Use Google Drive and search the employee intranet.
MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure.
REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, and talk or hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to stand. The employee must frequently lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in this environment is usually quiet. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Palmer Gas & Oil is a Drug Free Workplace. Must be able to pass a pre-employment drug screen and a criminal background check. Palmer Gas& Oil is an Equal Opportunity Employer.
Pay: $60,000.00 - $80,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
