Executive Assistant

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Join Livingston and grow your career in the constantly changing world of international trade. Livingston is amarket leader offering customs brokerage, international trade consulting,compliance and freight forwarding services 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 the industry, receive recognition forachievementsand develop yourexpertisein the complex and evolving world of trade.

Learn howyou can make an impact at Livingston.

Job Type:Full Time

Location:

Home Office Ohio

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.

• 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;…