What are the responsibilities and job description for the Executive Assistant position at East Coast Warehouse & Distribution?
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 CEO’s 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: Bachelor’s 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.