Executive Assistant, Maplewood

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 CEOs 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: Bachelors 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.