Executive Assistant

Livingston International; Toronto; On-site; CAD 61,000 - 90,000; Full time

Job summary

Livingston International is seeking an Executive Assistant I to provide high-level administrative and strategic support to senior leaders in our Toronto office. The role requires proactive organization, discretion, and excellent communication to coordinate calendars, meetings, travel, and special projects.

The candidate will manage confidential information, prepare reports, and ensure efficient operation of the executive office in a dynamic, global trade environment.

Qualifications

• 6 years of related experience.

Responsibilities

• Strategic calendar management for senior leaders.
• Act as primary point of contact for internal and external stakeholders.
• Plan, organize, and execute executive meetings and events.
• Arrange complex travel itineraries and logistics.
• Support projects with progress tracking and reporting.
• Prepare reports and presentations for leadership.
• Process expense reports and track budgets.
• Maintain confidentiality and discretion at all times.
• Oversee office operations for the executive team.
• Undertake special projects as directed by the executives.

Skills

Executive-Level Support

Communication Proficiency

Organizational Expertise

Technical Aptitude

Project Management

Financial Acumen

Problem-Solving Skills

Interpersonal Skills

Confidentiality & Discretion

Professionalism

Education

Bachelor’s Degree in Business

Tools

Microsoft Office Suite

Word

Excel

PowerPoint

Outlook

Job description

Executive Assistant I

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.

Job Summary

The Executive Assistant is a strategic partner at Livingston providing high-level administrative, operational, and strategic support to 3 of our senior leaders, enabling them to maximize their effectiveness and impact on the organization. This role requires a proactive, resourceful, and highly organized individual with exceptional communication and problem-solving skills, and a demonstrated ability to handle confidential information with discretion.

What you bring to the table: A trusted advisor whose the operational backbone of the leadership team. You've coordinated schedules, managed competing priorities, and solved problems before they arise. If you're energized by dynamic environments and take pride in making things happen, this role is for you.

Key Duties & Responsibilities

• Strategic Calendar Management: Proactively manages and prioritizes the executive's calendar, optimizing time allocation for key initiatives, stakeholder meetings, and strategic planning.
• Communication Management: Serves as a primary point of contact for internal and external stakeholders, screening communications, drafting responses, and ensuring timely follow‑up.
• Meeting & Event Coordination: Plans, organizes, and executes all aspects of executive meetings, conferences, and events, including logistics, agenda development, and materials preparation.
• Travel Management: Arranges complex travel itineraries, accommodations, and logistics, ensuring seamless and efficient travel experiences.
• Project Support: Assists with project management activities, including tracking progress, coordinating resources, and preparing reports and presentations.
• Information Management: Conducts research, compiles data, and prepares reports, presentations, and other materials for executive use.
• Expense & Budget Management: Processes expense reports, manages budgets, and tracks spending in accordance with company policies.
• Confidentiality & Discretion: Handles sensitive information with the utmost confidentiality and discretion, maintaining the highest ethical standards.
• Office Management: Oversees the efficient operation of the executive's office, ensuring a professional and productive work environment.
• Special Projects: Undertakes special projects and assignments as directed by the executive, demonstrating initiative, creativity, and problem‑solving skills.

Knowledge & Skills

• Executive-Level Support: Extensive experience providing administrative, operational, and strategic support to senior executives.
• Communication Proficiency: Excellent written and verbal communication skills, with the ability to draft high‑quality correspondence, presentations, and reports.
• Organizational Expertise: Exceptional organizational and time management skills, with the ability to prioritize tasks, manage multiple projects, and meet deadlines.
• Technical Aptitude: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Project Management: Strong project management skills, with the ability to plan, execute, and monitor projects from inception to completion.
• Financial Acumen: Understanding of basic financial principles and budgeting processes.
• Problem‑Solving Skills: Proven ability to identify and resolve complex problems with minimal supervision.
• Interpersonal Skills: Strong interpersonal skills, with the ability to build rapport and work effectively with individuals at all levels of the organization.
• Confidentiality & Discretion: Demonstrated ability to handle sensitive information with the utmost confidentiality and discretion.
• Professionalism: Impeccable professional appearance and demeanor.

Work Experience – Minimum Required

6 years of related experience

EDUCATION

Required: Bachelors Degree or equivalent in Business

COMPETENCIES

Business Acumen and Straight Talk

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 $60,515 - $90,000. 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, t his 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