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Executive Assistant to COO

Company: AIT Worldwide Logistics
Location: Torrance
Posted on: November 17, 2022

Job Description:

Wake up each day to be part of a movement. A movement to make an impact. A movement to go for it. A movement to provide solutions. A movement to be empowered. A movement to do the right thing.
Our people deliver. -
Empowerment, active listening, and creative thinking are a few attributes AIT teammates exercise to deliver a world-class customer experience.
Forbes names AIT Worldwide Logistics one of America's Best Employers in 2022! Come join us at AIT and see why our employees rank us among the best places to work.
Position Overview
We have an exciting opportunity to join our team as an Executive Assistant to act as the right hand to our President & COO, handling the day-to-day administration and management associated with his role.
The Executive Assistant will provide administrative and project support to the President & COO and potentially other members of the senior management team. The ideal candidate should have exceptional communication skills, a commitment to a high level of attention to detail, ability to work well independently and recognize the need to prioritize or reprioritize as appropriate.
What You Will Be Doing Day-to-Day

  • Primary responsibilities include maintaining the President & COO schedule which involves heavy planning/scheduling for AIT meetings, conference calls, Board meetings, charity events, speaking engagements and travel.
  • Proactively communicate with President & COO daily so you have a pulse on what is going on in their personal and professional life to ensure they maintain balance and have the bandwidth to handle conflicting priorities.
  • Track action items and commitments of others to the President & COO and vice versa to ensure deadlines are met.
  • Assist with preparation for a variety of internal and external meetings/events, which could include booking meeting space, ordering food, handling setup, sending out invites, writing minutes and preparing professional presentations.
  • Handle all invoice processing for expenses related to meetings, travel, and events, including personal expense reports for the President & COO.
  • Responsible for receiving, screening, and routing calls (and mail) for the President & COO and occasionally other executive leaders. Proactively handle incoming questions and information requests received from within the organization and external parties.
  • Handle personal tasks including but not limited to vehicle registration renewals, keeping hard/electronic files of confidential items, ordering/catering in food as requested and additional personal errands as needed.
  • Files and retrieves documents, records, and reports. Maintains correspondence and a filing system to access information for the President & COO.
  • Ad-hoc special projects or initiatives that come up where your planning, coordination or involvement is requested by senior leadership.
    What We Look For In Teammates
    • A team player who works well with others - being respectful to our teammates is a Core Value
    • A strong work ethic with an appreciation for ownership, independence, accountability, and autonomy in your role
    • Growth mindset - being passionate about your craft, always looking for ways to improve yourself and the company, being open to change and doing things differently
    • Customer service focus - we serve a wide variety of customers, both internal and external, and building relationships is a part of our culture
      Other Skills We Hope To See
      • Bachelor's degree preferred
      • 5-7 years' experience working in a role supporting an executive/senior leader
      • Must have strong organizational skills and attention to detail - you know what's coming up at any time with the President & COO's schedule.
      • Flexibility to adapt to shifting priorities.
      • Independent thinker with the ability to work effectively with minimal supervision.
      • Advanced knowledge working with the Microsoft Office Suite - particularly how to create PowerPoint presentations, basic formulas in Excel, mail merges, tracking changes and editing in Word.
      • Strong interpersonal and communication skills
      • Ability to handle matters with sensitivity and confidentiality is a must!
        What AIT Can Offer You
        • Growing company with a record year in performance that continues to scale!
        • Opportunity to drive significant changes in our station with an ability to make an impact across the organization
        • Hands-on and passionate CEO who understands the importance of hiring great talent - passionately caring for co-workers is a Core Value!
        • Laid-back and open-door work environment
        • High Performance culture with a focus on a growth mindset where continuous improvement is embraced
        • Opportunity for advancement
        • Competitive compensation & benefits package
        • Generous paid time off
        • Tuition assistance for your personal development
        • Volunteer program - it's also a Core Value - we actively engage in our communities!
          About AIT Worldwide Logistics
          AIT Worldwide Logistics is a global freight forwarder that helps its customers grow by expanding access to markets all over the world where they can sell and/or procure raw materials, components, and finished goods. For more than 40 years, the Chicago-based supply chain solutions leader has relied on a consultative approach to build a global network and trusted partnerships in nearly every industry, including aerospace, automotive, consumer retail, food, government, healthcare, high-tech, industrial and life sciences. Backed by scalable, user-friendly technology, AIT's flexible business model customizes door-to-door deliveries via sea, air, ground, and rail-on time and on budget. With expert teammates staffing more than 85 worldwide locations in Asia, Europe and North America, AIT's full-service options also include customs clearance, warehouse management and white glove services.
          AIT Worldwide Logistics is an Equal Opportunity Employer - M/F/Veterans/Disabled. If you are unable to apply online due to a disability, contact Human Resources at 630-766-8300 ext 5218 or email your resume to careers@aitworldwide.com.

Keywords: AIT Worldwide Logistics, Torrance , Executive Assistant to COO, Professions , Torrance, California

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