Executive Assistant

Job Overview:

The Executive Assistant to the CEO is a key role responsible for providing high-level support to the CEO. This position demands exceptional organizational skills, keen attention to detail, and a solid understanding of the logistics industry to ensure seamless daily operations and effective communication across all levels of the company.

Key Responsibilities:

• Calendar Management: Efficiently manage the CEOs calendar, scheduling appointments, meetings, and travel to optimize time and productivity.
• Communication Liaison: Act as the primary point of contact for internal and external communications, drafting correspondence and responding on behalf of the CEO.
• Meeting Coordination: Prepare agendas and ensure follow-up on action items from meetings. Ensure the CEO is well-prepared for all engagements.
• Project Support: Assist with the management of special projects related to transportation and logistics operations, providing research and administrative support as needed.
• Data Management: Organize and maintain files and records related to projects, contracts, and client interactions, ensuring confidentiality and easy access.
• Travel Arrangements: Coordinate travel itineraries, including flights, accommodations, and transportation logistics for both the CEO and other team members as required.
• Financial Administration: Manage invoice and expense reporting.
• Board Liaison: Prepare board materials and serve as the primary liaison with board members, coordinating meetings, distributing pre-reads, and tracking follow-ups.

Qualifications:

Education: Bachelors degree

Experience: Minimum of 5 years of experience as an executive assistant or in a similar role, preferably in the transportation or logistics sector.

Skills:

• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
• Comfort using AI tools (e.g., ChatGPT, Claude, Copilot) to draft correspondence, summarize materials, and streamline workflows.

Personal Attributes:

• Proactive and detail-oriented with a strong sense of initiative.
• Ability to work independently and collaboratively within a team.
• Adaptable and capable of handling sensitive information with discretion.