Executive Administrative Assistant

**Job Title**: Executive Administrative Assistant

**Location**: Barrie, Ontario (In-Office)

**Terms**:Permanent Full-Time

**Salary**:Competitive, based on experience

**Reports To**: Director of Administration

**About us**: North American Freight Forwarding is a Canadian based company specializing in logistics services with specific strength in warehousing and distribution, LTL consolidations, expedites, full truckloads and specialized equipment service to and from Canada, United States and Mexico._ _As a professional international freight forwarder, we provide overseas import and export ocean and air freight services all over the world.

We seek out driven, talented individuals to join our team to meet and exceed our clients’ needs. We offer a rewarding career and brand that our employees are proud to represent.

**Scope**:
Acts as the support person for Executives by helping with various administrative and organizational needs, including but not limited to setting up appointments with various departments and overseeing schedules. Also, conducting business with other colleagues or external vendors on behalf of the company.

**Duties & Responsibilities**:

- Coordinate and set up internal/external meetings on a priority basis, handling scheduling conflicts, meeting room logistics, equipment, meals, presentation needs, and travel arrangements.
- Attending departmental meetings and prepare accurate, thorough, and complete minutes; distribute with assigned action items.
- Collaborate with internal team members regarding action items to ensure projects are on track and deadlines are met.
- Support the leadership team in managing and executing strategic initiatives and projects.
- Handle confidential and sensitive information with a high degree of discretion.
- Assisting in the administration of various industry-related programs
- Organizing calendars for Executives and arrange meetings, teleconferences, travel, accommodations, etc.
- Reporting - obtain and distribute scheduled reports to relevant parties.
- Assisting with ISO compliance documentation
- Information gathering and research for new projects.
- Supporting in the setup and implementation of new projects and ventures
- Maintaining accurate and up to date records for numerous programs and projects.

**Mindset & Personality**:

- ** Proactive**: Takes initiative and an organized approach to day-to-day operations as well as future needs
- ** Responsive**: Committed to a high level of responsiveness both inside our business and with our customers and vendors
- ** Goal-Oriented**: Creating and exceeding goals as set out by the company
- ** Positive Attitude**: Showcase a positive attitude and in times of uncertainty, will be a part of the solution

**Professional & Educational Background**:

- Graduate of a post-secondary program with a focus in office administration or equivalent
- 5+ years in an Executive / Administrative Assistant role
- Advance knowledge of Microsoft Suite of programs
- Experience with SmartSheets
- Some experience in Project Management
- Experience working in the freight industry or industry knowledge considered an asset
- Knowledge of ISO 9001 considered an asset

**Skills & Abilities**:

- ** Communication**: Has excellent active listening skills and communicates effectively in both written and verbal formats including proficiency in spelling, grammar, and punctuation.
- ** Organization**: Must be highly organized, detail-oriented, and being able to shift from one priority to another as required.
- ** Multi-tasking**: Must have strong multi-tasking abilities, be proactive and adaptable based on the needs of the company and the executives.
- ** Teamwork**:The unity, camaraderie and culture of the team is something that is very important to us. Therefore, we are looking for people who will be a good fit with our other team members and is comfortable with sharing projects and responsibilities with others.
- ** Technologically Proficient**: Advanced knowledge of Outlook and experience using SmartSheets. We will provide training on our software, however, the ability to embrace and learn new technology quickly is an absolute must.

**North American Freight Forwarding Inc. offers great employee perks including**:

- Competitive compensation
- Extended health benefits
- Dental care
- Vision care
- Employee Assistance Program
- Life insurance
- RRSP program
- Casual work environment
- Engaging social activities and events throughout the year