Executive Assistant

2 weeks ago

Toronto, Ontario, Canada Livingston International Full time

Executive Assistant
Join Livingston and grow your career in the constantly changing world of international trade. Livingston is a market leader offering customs brokerage, international trade consulting, compliance and freight forwarding services around the world.

Livingston has over 3,000 employees at more than 90 key border crossings, sea ports, airports and other strategic locations in North America, Europe and Asia.


Our fast-paced and collaborative environment offers you the opportunity to work with leaders in the industry, receive recognition for achievements and develop your expertise in the complex and evolving world of trade.

Learn how you can make an impact at Livingston.

Job Type:
Full Time

Location:
ON Toronto - CN030, IL Itasca - US021

JOB SUMMARY:

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 bestfit format and duration; ensure adequate unprogrammed 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.
  • 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 talkingpoints for presentations; identify and suggest communication channels to ensure optimal flow of information updownacross 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 atrisk activity to Executive; collect, organize, and file important documents.
  • Serve as the Executive's ambassador: welcome inperson 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 mínimal 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.
  • Grit and resourcefulness under pressure
  • Excellent analytical and problemsolving skills with a keen eye for details.
  • Strong written and verbal communication skills.
  • Solid knowledge of business models, objectives, financial metrics, etc. used in decisionmaking.
  • Proven ability to handle confidential information with discretion.
  • Expert proficiency in Microsoft Office Suite.
  • Ideally 10+ years in an Executive Assistant role, with at least 2 years supporting the C-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
  • AgilityAll qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

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