Executive Assistant

Executive Assistant at East Coast Warehouse & Distribution Executive Assistant at East Coast Warehouse & Distribution in Newark, New Jersey Posted in 9 days ago.

Type:

full-time

Job Description:

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.