Executive Administrative Assistant to the Director of Sales

Hours: Monday through Friday. Normal hours are from 8:00AM to 5:00PM. Please note: Certain times and days of the week you must be able to work past normal business hours. Also, availability on the weekends is required to attend certain company events.

Pay Range: $65,000 to $80,000 per year.

Summary of Position:

Oak Ridge Waste and Recycling / Interstate Waste Services in Danbury, CT is looking to hire an experienced Executive Administrative Assistant to the Director of Sales. The ideal candidate will be highly organized, detail-oriented, and able to handle a wide range of administrative and executive support-related tasks. MUST HAVE PREVIOUS EXPERIENCE WITH SALESFORCE, EXCEL, SPREADSHEETS, POWER POINT, and be very tech savvy. Previous work history with being an Administrative Assistant to a high-level executive is preferred to be considered for this position. The Executive Assistant must be effective in planning, prioritizing, and executing these tasks in a timely manner. They must also exhibit skills in building & maintaining strong relationships both internally & externally. The ideal candidate is both approachable & respectful, comfortable with new technology, virtual meeting platforms and scheduling systems. Considering the culture of ownership and accountability within Oak Ridge Waste and Recycling, this person should be comfortable taking the initiative when faced with administrative decisions.

Responsibilities:

• Maintains calendar and appointment scheduling and works with leader to effectively manage time.
• Coordinates and plans company events and meetings.
• Opens, distributes, reads/handles mail and emails as requested or required.
• Maintains company birthday, and celebration schedules.
• Maintains an up-to-date electronic and paper filing system.
• Manage the travel budget and book all executive air travel, land transport, and accommodation as well as communicating those arrangements with a high level of detail and follow through.
• Create reports, presentations, memo/communications and/or type up meeting notes.
• Some personal errands on behalf of the Executive Team will be needed from time to time.
• Collect, analyze and draft documents/information in order to conserve executive’s time.
• Schedule and plan meetings to manage executive’s appointment calendar/schedule.
• Attend meetings in the absence of an executive to act as executive representative and speak on his/her behalf.
• Receive customers and interact with them to identify and process their inquiries or requisitions.
• Prepare presentations for executives by formatting, inputting, editing and transmitting text and image.
• Collect and analyze data in order to prepare reports useful in taking key business decisions.
• Utilize electronic and paper filing systems to maintain proper records of important information/document.
• Monitor stock levels by checking inventory to identify out-of-stock items and place order for supplies.
• Inspect office equipment to initiate repairs or call for replacement as required.
• Format, edit, and distribute minutes of meetings.
• Screen, monitor, and distribute incoming calls to appropriate personnel.
• Ensure work area is neatly and properly arranged in a manner that supports smooth office operations.
• Prepare and deliver presentations required for staff induction and orientation.
• Organize and schedule departmental project activities.
• Notify executives and staff of deadlines to ensure timely completion of set objectives.

Qualifications:

• Education and Training: The executive assistant job requires minimum of a high school diploma. College graduates having a management or business degree preferred. Experience in a clerical or administrative field is a definite plus for the position.
• Communication Skills: Need to be well versed in interacting with top level administrators and general company personnel to ensure smooth office operations.
• Organizational Skills: Need to be adept at coordinating and managing executive schedules and paperwork.
• Computer Skills: Need to be skilled in utilizing various computer systems to manage and maintain important office information.

Additional Qualifications:

• Proven experience as an Executive Assistant or similar role supporting C-level executives
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite
• Strong organizational skills with the ability to multitask and prioritize workload
• Excellent communication skills, both written and verbal
• Experience with event planning and coordination
• Familiarity with administrative procedures and phone systems
• Knowledge of DocuSign or similar electronic signature platforms

If you meet the requirements above and are looking for a challenging yet rewarding opportunity to support a dynamic CEO, we encourage you to apply.

Oak Ridge Waste & Recycling is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.