Executive Assistant

Select how often (in days) to receive an alert: Join Livingston and grow your career in the constantly changing world of international trade. Livingston is amarket leaderoffering customs brokerage, international trade consulting,complianceand freight forwardingservices aroundthe world. Livingston has over 3,000 employees at more than 90 key border crossings,sea ports,airports andother strategic locations in North America, Europe and Asia. Our fast-paced and collaborative environment offers you the opportunity to work with leaders in theindustry, receiverecognition forachievementsand develop yourexpertisein the complex and evolving world of trade.Learn howyou can make an impact at Livingston. Job Type:Full Time Location:HomeOffice Ohio JOB SUMMARY The Executive Assistant provides broad administrative and secretarial support to one or more executives, including managing calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for meetings. Work assignments are complex in nature, where considerable judgment, tact, confidentiality, creativity and initiative are required. KEY DUTIES & RESPONSIBILITIES Optimize the Executive’s calendar: identify external, fixed patterns and incorporate them into the Executive’s schedule; assess meeting requests and determine the best-fit format and duration; ensure adequate un-programmed time is reserved in the Executive’s schedule. Ensure efficient meetings: reconfirm attendees, rooms, and other logistics before each meeting; gather and distribute meeting agenda and materials in advance to allow adequate time for the Executive to prepare; take notes, if in attendance, or debrief afterwards to collect key decisions and action items and distribute to attendees; track action items until completed. Monitor all inbound communications: skim and filter inbox and voicemails as agreed upon with the Executive to ensure the Executive focuses on the essential information and non-essential information is handled appropriately. Coordinate outbound communications: draft, edit, and proofread presentations, memos, agendas, or other materials on behalf of the Executive; collect, compile, edit materials across the team into final formats; prepare notes or talking-points for presentations; identify and suggest communication channels to ensure optimal flow of information up-down-across the organization. Organize Executive’s and functional initiatives, projects, and deliverables: document and track initiatives, milestones, dependencies, and key dates; monitor deadlines and confirm progress prior to due date to ensure Executive can meet commitments; conduct research, synthesize findings, and prepare summaries; prepare status reports and dashboards; proactively raise at-risk activity to Executive; collect, organize, and file important documents. Serve as the Executive’s ambassador: welcome in-person visitors; ensure inbound phone calls are answered timely and professionally; liaison across the organization to accomplish tasks. Develop and maintain strong relationships with the Executive/Administrative Assistant network to drive an effective flow of information across the Leadership team; continuous improvement of systems and processes; establish and share best practices; develop knowledge and skills. Organize events and travel: manage reservations for accommodations, flights, transportation, meals, and other logistics; source, evaluate, and select venue; arrange itineraries and agendas; coordinate speakers, presentations, equipment, and other onsite needs. Track and monitor expenses and budgets: create, review, and approve expense reports; review monthly department Profit & Loss(“P&L”) for variances; investigate and document the root cause of significant variances and bring awareness to the Executive; gather information and inputs for Annual Operating Plan(“AOP”), Capital Expenditures, and Staffing plans. Perform other related duties as assigned by management. Adhere to established policies and procedures. KNOWLEDGE & SKILLS Exceptional organizational and planning skills; ability to manage multiple projects and priorities effectively with minimal supervision. Strong customer service orientation and interpersonal skills; ability to build collaborative relationships and adjust one’s approach to effectively interact with all levels inside and outside of the organization. Excellent analytical and problem-solving skills with a keen eye for details. Strong written and verbal communication skills. Solid knowledge of business models, objectives, financial metrics, etc. used in decision-making. Proven ability to handle confidential information with discretion. Expert proficiency in Microsoft Office Suite. WORK EXPERIENCE – MINIMUM REQUIRED 6 years of related experience EDUCATION Preferred: Bachelors Degree or equivalent in Business CERTIFICATIONS DESCRIPTION COMPETENCIES Business Acumen and Straight Talk Accountability Customer First Focus Inclusion and Collaboration Leading and Developing Agility What’s in it for you? At Livingston, we are committed to fostering a flexible, growth-oriented environment where you can thrive. Our culture is built on respect, recognition, and collaboration, and we empower our team with trustedexpertise, continuous learning opportunities, and long-term support. We offer competitive compensation, comprehensive benefits, and a transparent pay philosophy aligned with market data and job-related factors. Base salary is one component of our total rewards package which also includes incentive opportunities, benefits, and professional development. Salary ranges are established by location and reflect relevant factors such as skills, experience, and market conditions. The good-faith salary range for this position is $74000 USD. Actual compensation will be determined based on these factors and may vary accordingly. Diversity, Equity, and Inclusion at Livingston We are proud to be an inclusive employer and welcome applications from individuals of all backgrounds, experiences, and perspectives. Inclusiveness makes us stronger—and better at what we do. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexualorientation, genderidentity, or national origin. Livingston is an equal opportunity employer and committed to creating and sustaining an inclusive environmentin whichall individuals are treated with dignity, respect and one which reflects the diversity of the communityin which weoperate. Accommodationsare available for applicants and employees with disabilities throughout the recruitment process. Ifyourequireaccommodationsfor interviews or other meetings, pleaseadvisewhensubmittingyour application. #J-18808-Ljbffr