Executive Assistant

Executive Assistant

Updated: May 2025

Reports to: Co-Presidents

Terms:  Regular full-time, hourly; regular onsite hours required

Business hours: Full-time work during business hours in the range of 6 am-7 pm Mon-Fri

Compensation: $55,000 - $65,000.00 / yr

Benefits:  100% paid health insurance for the employee, life insurance, and long-term disability. (Other insurance lines available at a shared or employee cost.) PTO and paid holidays.

Purpose

The Executive Assistant (EA) to the Co-Presidents is a critical, cross-functional role supporting the organization’s executive leadership. The EA will provide a blend of high-level administrative, and operational support to help the Co-Presidents function effectively and efficiently. The role will also involve many aspects of daily operations, including managing calendars, preparing meeting materials, coding invoices, circulating mail, supporting travel and events, and assisting with procurement and vendor coordination. Effective performance in this role requires a high-level of professionalism and an individual that is organized, proactive, detail-oriented, and systems-minded; someone who enjoys making complex things run simply and smoothly; and who thrives in a collaborative, purpose-driven work environment.

Key Responsibilities

Administrative and Executive Support for Co-Presidents

· Manage complex calendars and schedules, prioritizing requests, anticipating needs, and ensuring time is aligned with strategic priorities.

· Coordinate meetings with internal and external stakeholders, including logistics, agendas, note-taking, and timely follow-ups.

· Draft, proofread, and format correspondence, presentations, and reports on behalf of the Co-Presidents.

· Support travel planning and logistics, including booking transportation, lodging, and preparing itineraries.

· Code and process invoices and expense reports.

· Circulate and organize incoming/outgoing mail and manage internal document flow.

· Support procurement processes, including obtaining quotes, maintaining records, and coordinating with vendors.

· Assist in tracking contracts and vendor communications and ensure timely responses or renewals.

· Support internal employee appreciation and engagement events.

· Track project deadlines and deliverables, flagging follow-ups as needed.

Skills and Attributes

· Highly organized and task-oriented, with strong time management skills and the ability to juggle multiple responsibilities with accuracy and composure.

· Proactively helpful, always looking for ways to support and streamline workflows.

· Collaborative and team-focused, with a warm, professional communication style.

· Detail-driven, especially when managing schedules, documents, or financial information.

· A strong communicator, both verbally and in writing, with the ability to interact professionally across all levels of the organization and with external partners.

· Process-minded, with the ability to understand, navigate, and improve systems and procedures for greater simplicity and efficiency.

· Trustworthy and discreet, with the ability to handle sensitive information (including financial, organizational, and personnel matters) with confidentiality, sound judgment, and professionalism at all times.

Qualifications Required

· 1–5+ years of work experience, preferably in a professional environment.

· Experience with calendar management, invoice processing, event coordination, and/or procurement.

· Proficiency in Microsoft Office (Excel, Word, Outlook) and Google Workspace (Docs, Sheets, Calendar, etc.).

· Strong attention to detail, discretion, and sound judgment when handling confidential information.

Preferred Qualifications

· Experience working with senior leadership and/or supporting multiple departments.

· Passion for zero waste, environmental justice, or sustainability is a plus!

Working Conditions:

Working conditions are normal for an office environment. This position is predominantly onsite but may be eligible for intermittent or occasional remote work. Will require virtual meetings, digital collaboration tools, and internet connectivity. Work may require occasional weekend and/or evening work.

Affirmative Action Policy Statement:

Eureka Recycling will not discriminate against or harass any employee or applicant for employment on the basis of race, creed, religion, sex, national origin or ancestry, familial status, age, disability, marital status, status with regard to public assistance, or affectional orientation.