Executive Assistant I

Livingston International•Toronto, ON

58d•CA$60,515 - CA$95,000•Onsite

About The Position

Executive Assistant I Join Livingston and grow your career in the constantly changing world of international trade. Livingston is a market leader offering customs brokerage, international trade consulting, compliance and freight forwarding services around the world. Livingston has over 3,000 employees at more than 90 key border crossings, sea ports, airports and other 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 for achievements and develop your expertise in the complex and evolving world of trade. Learn how you can make an impact at Livingston. JOB SUMMARY The Executive Assistant I provides high-level administrative, operational, and strategic support to senior leadership, enabling them to maximize their effectiveness and impact on the organization. This role requires a proactive, resourceful, and highly organized individual with exceptional communication and problem-solving skills, and a demonstrated ability to handle confidential information with discretion.

Requirements

Executive-Level Support: Extensive experience providing administrative, operational, and strategic support to senior executives.
Communication Proficiency: Excellent written and verbal communication skills, with the ability to draft high-quality correspondence, presentations, and reports.
Organizational Expertise: Exceptional organizational and time management skills, with the ability to prioritize tasks, manage multiple projects, and meet deadlines.
Technical Aptitude: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
Project Management: Strong project management skills, with the ability to plan, execute, and monitor projects from inception to completion.
Financial Acumen: Understanding of basic financial principles and budgeting processes.
Problem-Solving Skills: Proven ability to identify and resolve complex problems with minimal supervision.
Interpersonal Skills: Strong interpersonal skills, with the ability to build rapport and work effectively with individuals at all levels of the organization.
Confidentiality & Discretion: Demonstrated ability to handle sensitive information with the utmost confidentiality and discretion.
Professionalism: Impeccable professional appearance and demeanor.

Responsibilities

Strategic Calendar Management: Proactively manages and prioritizes the executive's calendar, optimizing time allocation for key initiatives, stakeholder meetings, and strategic planning.
Communication Management: Serves as a primary point of contact for internal and external stakeholders, screening communications, drafting responses, and ensuring timely follow-up.
Meeting & Event Coordination: Plans, organizes, and executes all aspects of executive meetings, conferences, and events, including logistics, agenda development, and materials preparation.
Travel Management: Arranges complex travel itineraries, accommodations, and logistics, ensuring seamless and efficient travel experiences.
Project Support: Assists with project management activities, including tracking progress, coordinating resources, and preparing reports and presentations.
Information Management: Conducts research, compiles data, and prepares reports, presentations, and other materials for executive use.
Expense & Budget Management: Processes expense reports, manages budgets, and tracks spending in accordance with company policies.
Confidentiality & Discretion: Handles sensitive information with the utmost confidentiality and discretion, maintaining the highest ethical standards.
Office Management: Oversees the efficient operation of the executive's office, ensuring a professional and productive work environment.
Special Projects: Undertakes special projects and assignments as directed by the executive, demonstrating initiative, creativity, and problem-solving skills.