Executive Assistant
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.
The Executive Assistant provides broad administrative and secretarial support to one or more executives, including managing calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for meetings. Work assignments are complex in nature, where considerable judgment, tact, confidentiality, creativity and initiative are required.
- Optimize the Executive’s calendar: identify external, fixed patterns and incorporate them into the Executive’s schedule; assess meeting requests and determine the best-fit format and duration; ensure adequate un-programmed time is reserved in the Executive’s schedule.
- Ensure efficient meetings: reconfirm attendees, rooms, and other logistics before each meeting; gather and distribute meeting agenda and materials in advance to allow adequate time for the Executive to prepare; take notes, if in attendance, or debrief afterwards to collect key decisions and action items and distribute to attendees; track action items until completed.
- Monitor all inbound communications: skim and filter inbox and voicemails as agreed upon with the Executive to ensure the Executive focuses on the essential information and non-essential information is handled appropriately.
- Coordinate outbound communications: draft, edit, and proofread presentations, memos, agendas, or other materials on behalf of the Executive; collect, compile, edit materials across the team into final formats; prepare notes or talking-points for presentations; identify and suggest communication channels to ensure optimal flow of information up-down-across the organization.
- Organize Executive’s and functional initiatives, projects, and deliverables: document and track initiatives, milestones, dependencies, and key dates; monitor deadlines and confirm progress prior to due date to ensure Executive can meet commitments; conduct research, synthesize findings, and prepare summaries; prepare status reports and dashboards; proactively raise at-risk activity to Executive; collect, organize, and file important documents.
- Serve as the Executive’s ambassador: welcome in-person visitors; ensure inbound phone calls are answered timely and professionally; liaison across the organization to accomplish tasks.
- Develop and maintain strong relationships with the Executive/Administrative Assistant network to drive an effective flow of information across the Leadership team; continuous improvement of systems and processes; establish and share best practices; develop knowledge and skills.
- Organize events and travel: manage reservations for accommodations, flights, transportation, meals, and other logistics; source, evaluate, and select venue; arrange itineraries and agendas; coordinate speakers, presentations, equipment, and other onsite needs.
- Track and monitor expenses and budgets: create, review, and approve expense reports; review monthly department Profit & Loss (“P&L”) for variances; investigate and document the root cause of significant variances and bring awareness to the Executive; gather information and inputs for Annual Operating Plan (“AOP”), Capital Expenditures, and Staffing plans.
- Perform other related duties as assigned by management.
- Adhere to established policies and procedures.
- Exceptional organizational and planning skills; ability to manage multiple projects and priorities effectively with minimal supervision.
- Strong customer service orientation and interpersonal skills; ability to build collaborative relationships and adjust one’s approach to effectively interact with all levels inside and outside of the organization.
- Excellent analytical and problem-solving skills with a keen eye for details.
- Strong written and verbal communication skills.
- Solid knowledge of business models, objectives, financial metrics, etc. used in decision-making.
- Proven ability to handle confidential information with discretion.
- Expert proficiency in Microsoft Office Suite.
6 years of related experience
Preferred: Bachelors Degree or equivalent in Business
Business Acumen and Straight Talk
Accountability
Customer First Focus
Inclusion and Collaboration
Leading and Developing
Agility
At Livingston, we are committed to fostering a flexible, growth-oriented environment where you can thrive. Our culture is built on respect, recognition, and collaboration, and we empower our team with trusted expertise, continuous learning opportunities, and long-term support. We offer competitive compensation, comprehensive benefits, and a transparent pay philosophy aligned with market data and job-related factors.
Base salary is one component of our total rewards package which also includes incentive opportunities, benefits, and professional development. Salary ranges are established by location and reflect relevant factors such as skills, experience, and market conditions. The good-faith salary range for this position is $51,595 - $78,000. Actual compensation will be determined based on these factors and may vary accordingly.
Diversity, Equity, and Inclusion at Livingston
We are proud to be an inclusive employer and welcome applicants of all backgrounds, experiences, and perspectives. We know some candidates, especially women and people of color, may hesitate to apply unless they meet every requirement. If this role excites you, we encourage you to apply.
Livingston is an equal opportunity employer committed to fostering an inclusive and accessible workplace. Accommodations are available throughout the recruitment process for applicants with disabilities. If you require an accommodation, please advise when submitting your application. In accordance with Ontario transparency requirements, this posting is for an existing, currently available position. In accordance with Ontario transparency requirements, this posting is for an existing, currently available position.
Job Type: Full Time
Location: ON Toronto - CN030
