Executive Assistant

Key Responsibilities

Executive & Administrative Support

• Manage and organize email and calendars, ensuring priorities, meetings, and deadlines are tracked.
• Screen phone calls and route inquiries or resolve matters as appropriate.
• Determine priority matters for leadership and ensure timely follow-up.
• Schedule meetings and coordinate agendas, materials, and logistics.
• Attend meetings, take notes, and track action items to ensure completion.
• Prepare reports, presentations, spreadsheets, and business documents.
• Prepare and submit expense reports.
• Maintain confidential records and electronic filing systems.

Data Analysis & Business Reporting

• Perform data analysis on operational and business performance metrics.
• Conduct year-over-year analysis of shipment counts and revenue.
• Review awarded lanes and prepare supporting analysis for RFP submissions.
• Assist with cost-per-mile calculations and operational data reporting.
• Analyze tank wash costs and profitability metrics.
• Maintain completed loads reporting and other operational reports.

RFP & System Support

• Assist with PC Miler work and lane analysis for RFP responses.
• Review pump-off, air, and tank wash quantities for inclusion in RFPs.
• Build and input RFP awards into Truckmate Rate Tables.
• Maintain and update Customer Profiles in Truckmate.

Sales & File Management

• Develop and organize file structures for sales and operational data.
• Maintain and manage documentation systems.
• Train and educate users on file systems and best practices.
• Ensure ongoing organization and data accuracy.

Reporting & Operational Oversight

• Assist with backhaul reporting and operational analysis.
• Review Non-Conformance Reports and ensure terminals enter appropriate comments.
• Compile detailed summaries and reports for leadership.
• Monitor workflow reporting and track corrective action documentation.
• Review commission data and validate shared commission allocations.

Event & Meeting Coordination

• Coordinate Safety Summits and Terminal Manager meetings (2–3 times per year).
• Prepare agendas and materials.
• Plan logistics including catering and event coordination.
• Track action items and ensure follow-up after meetings.

Additional Responsibilities

• Support special projects and cross-functional initiatives.
• Work collaboratively with departments across the organization.
• Assist executives and leadership teams with ad hoc projects as needed.

Requirements

Qualifications & Skills

• Strong organizational and time management skills with exceptional attention to detail
• Excellent problem-solving and critical thinking abilities
• Strong judgment and ability to prioritize tasks effectively
• Highly resourceful with a proactive, solution-oriented mindset
• Strong written and verbal communication skills
• Ability to manage multiple projects simultaneously
• Comfortable working in a fast-paced environment
• Advanced proficiency in Microsoft Excel for data analysis
• Strong working knowledge of Microsoft Office Suite (Outlook, Word, PowerPoint, Excel)

Education & Experience

• 3–5 years of experience supporting executives or leadership teams
• Experience managing multiple projects and initiatives simultaneously
• Strong writing, editing, and proofreading skills
• Experience with data analysis and reporting preferred

Benefits

We take care of our people. As a family-owned company with a legacy of excellence, we believe in supporting our employees both professionally and personally. Here’s what you can expect:

• Competitive Salary based on experience.
• Health, Vision, and Dental Insurance to keep you and your family covered.
• 401K Matching Program to help you plan for the future.
• Paid Vacation to relax and recharge.
• Cell Phone Stipend to stay connected.
• Weekly Payroll for convenience and peace of mind.
• Access to Company-Wide Discounts through Benefit Hub.
• Opportunities to work with an industry leader committed to safety and innovation.