Executive Administrative Assistant

Job Description Job Description

Executive Administrative Assistant

JOB DESCRIPTION

Supervisor: CEO Status: Entry Level, Full Time, Non-Exempt
Revised: March 2025

Job Summary

The Executive Administrative Assistant is responsible for providing Sr. Management and Management with general operational support while assisting as necessary in the Administration department. The job will include, but is not limited to, the following responsibilities.

Responsibilities

Provide strong administrative and general support to Senior Management

Type and edit correspondence, maintain calendars, and schedule meetings

Maintain travel arrangements through appropriate channels

Coordinate staff schedules and retrieve voicemails

Set up meetings and serve as project administrator when needed

Accounts Payable and Accounts Receivable processing in a timely manner

Operational and client support, including reconciliation matters and compliance tracking

Work closely with accounting department and clerical/finance teams

Contract translation for billing mechanisms and charge codes within FR system

Support the processing of financial documents and accurate recordkeeping

Assist with data entry, spreadsheets, and report preparation

Manage manual credit card charges related to freight payments, monitoring limits and investment opportunities daily

Maintain D&B profile, coordinate monthly meetings, and serve as contact for review

Serve as liaison and administrator for the GSA (General Services Administration) contract with the CEO

Manage and ensure SOC Certification processes and documentation

Administer the Corporate FastPay Program and act as sales agent with the CEO for the service

Create and maintain corporate monitors and digital content for lobby, conference rooms, and internal messaging

Provide scanning support with proper labeling and forms

Manage and update social media accounts (Facebook & X)

Coordinate all on-site visitor arrangements, including food and logistics for corporate events

Prepare and distribute birthday cards, holiday gifts, and promotional items to clients

Design, manage, and archive all corporate artwork, graphics, and ads

Maintain and distribute official logos, brand icons, and website assets

Manage contracts and IO deadlines for advertising (print and online)

Complete award-related surveys and submissions for company recognition

Supervise daily duties of designated support personnel

Perform other duties and responsibilities as assigned

Qualifications

1-2 years' experience as an Administrative Assistant preferred

Prior work & knowledge of banking, finance & AP/AR is preferred

A Minimum of Intermediate proficiency in the Microsoft Office Suite preferred - Word, Outlook, Excel

Strong analytical, critical thinking and problem solving are mandatory

Prior experience using computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents.

Prior experience processing financial documents; monitor financial transactions; entering data and managing accurate financial records

Company Description

Founded in 1923 and located in Parma, Ohio, CT Logistics offers some of the most exciting and rewarding logistics and software development jobs available in the industry. CT careers maximize your unique skills and encourage professional growth, while providing a total rewards package that delivers outstanding benefits, compensation and training, all while fostering balance between your work life and personal life.

Company Description Founded in 1923 and located in Parma, Ohio, CT Logistics offers some of the most exciting and rewarding logistics and software development jobs available in the industry. CT careers maximize your unique skills and encourage professional growth, while providing a total rewards package that delivers outstanding benefits, compensation and training, all while fostering balance between your work life and personal life.