Executive Assistant

Altom Transport, a leading tanker transportation company with a reputation for safety, reliability, and dedication, is seeking a full-time Dispatcher to join our vibrant team. We take pride in our commitment to excellence and are looking for a professional who embodies our core values of integrity, teamwork, and exceptional service.

If you’re a motivated individual who shares our dedication to high standards and would like to contribute to the success of Altom Transport, we would love to hear from you. Please submit your resume and a brief cover letter highlighting your relevant experience.

Altom Transport is an Equal Opportunity Employer and we encourage applicants from all backgrounds to apply. Join us and help keep the wheels of the industry turning!

Description

Altom Transport – Hammond, Indiana (Onsite)

Altom Transport is seeking a highly organized and proactive Executive Assistant to support senior leadership at our Hammond, Indiana headquarters. This role plays a critical part in keeping our operations running smoothly by managing schedules, coordinating projects, organizing data, and supporting key business initiatives across departments.

The ideal candidate is a detail-oriented professional who thrives in a fast-paced environment, excels with data analysis and Excel, and can anticipate needs while maintaining a high level of confidentiality.

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.