Company Overview
'Since 2005, Hunter Express has grown into a well respected Canadian asset-based trucking corporation. Our highly trained and safety-conscious drivers operate a fleet of 600 plus company tractors and 2400 trailers delivering freight across the continent with a focus on safety and reliability."
Position Summary
The Executive Assistant provides high-level administrative, operational, and organizational support to the executive leadership team (VP). This role serves as a key point of coordination between customers, employees, suppliers, and senior management, ensuring the efficient operation of the Vice President's office.
The ideal candidate is highly organized, professional, detail-oriented, and capable of managing multiple priorities in a fast-paced transportation environment. The Executive Assistant will handle confidential information, coordinate schedules, support customer communications, and assist with operational and business development initiatives.
Key Responsibilities
Executive Support
- Manage daily calendar, meetings, appointments, and travel arrangements.
- Coordinate and schedule internal and external meetings, conference calls, and customer visits.
- Prepare meeting agendas, presentations, reports, and supporting documentation.
- Attend meetings as required and prepare detailed meeting minutes and action item summaries.
- Screen and prioritize incoming communications, including emails, phone calls, and correspondence.
- Draft, edit, and distribute professional business communications
- Maintain confidential executive files, records, and correspondence.
Administrative Support
- Organize and maintain electronic and physical filing systems.
- Prepare reports, spreadsheets, and performance summaries for management review.
- Process expense reports, invoices, and executive-related administrative documentation.
- Track important deadlines, project milestones, and follow-up actions.
- Coordinate company events, customer meetings, and management functions.
Customer & Business Development Support
- Assist with customer onboarding activities and implementation meetings.
- Support RFQ, RFP, and bid submissions by gathering required information and documentation.
- Coordinate customer presentations and business review meetings.
- Maintain customer contact databases and sales activity records.
- Follow up on action items from customer meetings and executive discussions.
Operations Coordination
- Liaise with dispatch, customer service, operations, maintenance, safety, and finance departments.
- Assist in preparing operational reports, KPI summaries, and performance dashboards.
- Coordinate communication between company terminals and management teams.
- Support special projects and continuous improvement initiatives.
- Monitor and track executive-level operational concerns requiring follow-up.
Travel & Event Coordination
- Arrange domestic and international travel accommodations.
- Prepare travel itineraries, meeting schedules, and supporting documentation.
- Coordinate trade show participation, customer visits, and industry conferences.
- Ensure all travel logistics are completed efficiently and cost-effectively.
Confidentiality & Compliance
- Handle sensitive company, customer, financial, and employee information with the highest level of confidentiality.
- Maintain compliance with company policies and procedures.
- Support audit preparation and executive reporting requirements when required.
Qualifications
Education
- Diploma or degree in Business Administration, Office Administration, Logistics, or a related field preferred.
- Equivalent experience may be considered.
Experience
- Minimum 3–5 years of experience supporting senior executives.
- Experience in transportation, logistics, trucking, or supply chain environments preferred.
- Experience coordinating multiple projects and managing executive calendars.
- Experience preparing professional business correspondence and reports.
Skills & Competencies
- Exceptional organizational and time management skills.
- Strong verbal and written communication abilities.
- Professional and customer-focused demeanor.
- Ability to handle confidential information with discretion.
- Strong attention to detail and accuracy.
- Excellent problem-solving and multitasking abilities.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience with transportation management systems (TMS) and logistics software is an asset.
Personal Attributes
- Highly dependable and trustworthy.
- Self-motivated and proactive.
- Strong sense of urgency and follow-through.
- Professional appearance and conduct.
- Ability to work independently with minimal supervision.
- Flexible and adaptable in a fast-paced environment.
Key Performance Indicators (KPIs)
- Executive calendar accuracy and scheduling efficiency.
- Timely completion of assigned administrative tasks.
- Accuracy of reports, presentations, and correspondence.
- Follow-up completion rate on action items.
- Customer and internal stakeholder satisfaction.
- Travel and meeting coordination effectiveness.
- Confidentiality and professionalism standards.
Compensation & Benefits
- Competitive wage.
- Health and dental benefits.
- Paid vacation
- Company-provided laptop and mobile phone.
- Professional development opportunities.
- Bonus eligibility based on company performance.
Position Objective
To provide exceptional administrative, organizational, and executive support to the Vice President, ensuring efficient communication, streamlined operations, and the successful execution of strategic business initiatives across the organization.
Pay: $52,000.00-$60,000.00 per year
Benefits:
- Company events
- Dental care
- Mileage reimbursement
- On-site parking
- Profit sharing
- Vision care
Work Location: In person
