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Position: Executive Assistant & Board Affairs Specialist

Job Description:

Forward Air is seeking a dynamic Executive Assistant & Board Affairs Specialist to provide personalized secretarial and administrative support to our executive team and coordinate board affairs. The ideal candidate will have a proven track record in scheduling, data collection and analysis, and producing reports, presentations, and briefs. This role requires exceptional organizational skills and the ability to handle a variety of tasks efficiently and with discretion.

Core Responsibilities & Duties:

• Act as the primary point of contact between executives and internal/external clients

• Manage the CLO’s calendar primarily, including scheduling meetings, coordinating travel arrangements, and processing expense reports

• This role may assist with various tasks pertaining to other Forward Air executives on an as-needed basis

• Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the CLO

• Prepare and edit correspondence, communications, presentations, and other documents for the CLO

• Manage sensitive and confidential information with discretion

• Assist the CLO in strategic planning sessions and follow up on action items to ensure timely execution

• Coordinate and facilitate departmental meetings and off-sites, including agenda setting, taking minutes, and tracking action items

• Assist with the preparation and filing of legal documents as required, ensuring adherence to deadlines and compliance standards

• Help manage the budget for the legal department by tracking expenses, processing invoices, and liaising with the finance department for budget reviews and adjustments

• Organize board meetings, including scheduling, logistics, and the preparation and distribution of materials

• Coordinate the orientation for new board members, including preparing informational packets and organizing introductory meetings with key executives

• Manage regular updates and communications to board members about important company events, policy changes, and other relevant issues

• Organize and coordinate board meetings, including the organization of all necessary documentation, attendance, handling logistics, and ensuring that all requirements are met

• Assists with various logistical needs as it relates to the travel of board members including travel booking, expense reimbursement, etc.

• a liaison between the board members and company executives. Facilitate smooth communication and address queries effectively

• Serve as a liaison between the CLO and other departments, ensuring that all departments align with legal

• Assist with the preparation and dissemination of board meeting material and other related files

• Participate in special projects and initiatives to enhance the efficiency and effectiveness of executive and board operations

• Assist in the development and implementation of policies and procedures related to executive and board affairs

• Perform other duties as assigned

  Qualifications:

• Minimum 3 years of related experience in an executive administrative role

• Proven experience as an executive assistant or event planning role

• Full comprehension of office management systems and procedures

• Excellent knowledge of MS Office suite (Word, Excel, PowerPoint, Outlook)

• Exemplary planning and time management skills

• Up-to-date with advancements in office technology and applications

• Ability to multitask and prioritize daily workload efficiently

• High-level verbal and written communication skills

• Demonstrated discretion and confidentiality in handling sensitive information

  Skills:

• “Can do” attitude with a strong work ethic

• Proficiency in the admin level use of basic legal/board cloud based technology/services

• Exceptional reporting, time management, and presentation skills

• Strong verbal and written communication skills

• Transportation industry knowledge and experience is a plus

  Forward Air is an Equal Opportunity employer.

About Us

Since 1990, Forward Air has been a leading provider of ground transportation and related logistics services to the North American air freight and expedited LTL market. We offer surface shipping on an accelerated “time-definite” basis, delivering cargo at a specific time, but under less time-sensitive situations – supplying you with a cost effective, reliable alternative to air transportation. We work with companies of all sizes to develop tangible advantages and build the best products to meet your specific needs. Forward Air presents to the wholesale transportation community (logistics companies, freight forwarders, integrated air cargo carriers, passenger/ cargo airlines, and non-traditional shippers), a single-source provider that can deliver more supply chain services and a superior menu of choices. Throughout the years we have added supplementary lines to our linehaul service, such as full truckload operations (Truckload Services), final-mile coverage (Complete® Cartage), and an Airline Logistics program, and we will continue to expand our services to meet the changing needs and growth of our customer base.

Forward Air is structured to optimize both savings and service to our customers. Direct partnerships with owner-operators and other surface transportation providers, enable us to remain cost-competitive. The Forward Air network is designed with over 90 facilities located at or near major U.S. and Canadian airports, 12 regional sort centers and over 300 beyond points (secondary airports provided through our Complete Cartage service), creating one of the most comprehensive linehaul networks in the industry.

Ranked 3rd in Newsweeks 2022 "Americas Most Trustworthy Companies (https://www.newsweek.com/americas-most-trustworthy-companies-2022/transport-logistics-packaging) " publication

About the Team