Job Description

Scheduling: Monday - Friday | 8 AM - 5 PM

Job Summary:

The Executive Assistant will provide high-level administrative, operational, and financial support to the executive leadership team within a transport logistics company. This position plays a critical role in ensuring the smooth coordination of executive activities, supporting daily transport operations, managing financial documentation, and facilitating effective communication across departments. The ideal candidate will be proactive, detail-oriented, and skilled in logistics administration, bookkeeping, and executive support within a fast-paced transportation environment.

Key Responsibilities:

• Manage and maintain executive schedules, meetings, travel arrangements, and appointments.
• Prepare correspondence, reports, presentations, and other professional documents for internal and external stakeholders.
• Support transport logistics operations by tracking loads, scheduling deliveries, and coordinating with dispatch, drivers, and clients.
• Utilize Oracle NetSuite (or similar ERP system) for data management, reporting, and expense tracking.
• Perform bookkeeping and financial support tasks, including invoice processing, reconciliations, and expense reports.
• Maintain accurate logistics documentation.
• Coordinate communication between executives, department heads, and drivers.
• Track key performance indicators (KPIs) and assist in preparing executive reports for logistics and transport efficiency.
• Manage confidential business information with discretion and professionalism.
• Organize company meetings, prepare agendas, and document meeting minutes.
• Maintain organized filing systems for company and transport records.

Required Skills:

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience using Oracle NetSuite (ERP/accounting software) or similar transport management systems (TMS).
• Bookkeeping and financial record-keeping experience with a high degree of accuracy.
• Strong typing and data entry skills, with excellent attention to detail.
• Understanding of transport and logistics operations
• Excellent written and verbal communication skills.
• Exceptional organizational, prioritization, and multitasking abilities.
• Strong problem-solving skills with the ability to anticipate needs and take initiative.
• Professional demeanor with the ability to interact effectively at all levels of the organization.
• Ability to handle sensitive and confidential information with discretion.
• Adaptable and comfortable in a fast-paced environment.

Required Qualifications:

• Bachelor’s degree in Business Administration, Logistics, Accounting, or related field (preferred).
• 3–5 years of experience as an Executive Assistant, preferably within the transportation, logistics, or supply chain industry.
• Prior experience supporting senior executives in a high-volume operational setting.
• Familiarity with transportation regulations, dispatch procedures, and logistics reporting is an asset.

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