Chief of Staff/ Senior Exec Assistant

New

Project Manager / Chief of Staff Job Description

A successful Recycling Equipment Company is looking for a Chief of Staff/Senior Exec Asst to support the Executive Vice President & COO in his position to manage the company, fulfill organizing/administrative tasks related to sales and service as well as attend to some personal family matters.

The Company is considered market leader in its field of supplying large recycling equipment systems for states, municipalities and private recyclers, with offices throughout the USA, Canada and Mexico.  Its installed base of approximately 1700 systems at 400 client facilities is primarily located in North America with some in the Caribbean and Latin America.

The COS works hand in hand with the Executive VP & COO as well as his other PM and Executive Assistants in all items managerial, organizationally, sales, service and administratively related, with the purpose to free the Executive VP & COO to work on other matters and on strategic growth.  On a managerial level the goal is to create systems, procedures, standardization, and transparency that will lead to greater efficiency and effectiveness.

Generous salary commiserate with experience. Exceptional benefits package offerred.

REQUIRED:

  • Completely proficient in Word, Excel, PowerPoint
  • IT savvy with the ability to learn new systems
  • Great written and verbal communication skills 
  • Responsibilities include, but are not limited to:

  • Creating Excel spreadsheet calculations including Foreign Exchange pricing.
  • Liaising extensively with the Director of Sales and manage priorities and support for eight (8) salesmen in the field.
  • Preparing quotations and contracts (Order Confirmations).
  • Preparing bid submission binders: cover letter, executive summaries, quotations, 3D design drawings, technical descriptions, flow diagrams, mass balances, pricing summaries, marketing material.
  • Booking and arranging travel, transport, and accommodation.
  • Liaising with suppliers, contractors and the Director of Business Development for pricing and documentation.
  • Preparing reports and correspondence, proofreading correspondence.
  • Preparing professional PowerPoint presentations.
  • Liaising with accounting department for billing of major projects.
  • Interacting with clients.
  • Organizing meetings and events.
  • Handling administrative tasks, such as filing, copying, scanning, phone support, emails, business cards.
  • Communicate with corporate executives and their assistants to optimize scheduling and communicate other administrative matters.
  • Streamlining client material.
  • Managing databases and filing systems.
  • Implementing and maintaining procedures/administrative systems.
  • Writing and research assignments.
  • Maintaining office supplies and office equipment functionality.
  • Growing the company’s reputation and market share.
  • The COS will split a portion of his/her time working as Chief of Staff with an Executive Coach who is looking for someone to support her in her rapidly expanding business as well as to fulfill organizing/administrative tasks related to her family. For the right candidate this can be a growth position further focused on marketing and project tasks. 

    This individual will work hand in hand with the Executive Coach, assisting her in all items managerial, organizationally, and administratively related, with the purpose to free the Executive Coach to work with clients and on strategic growth. On a managerial level the goal is to create systems, procedures, standardization, and transparency that will lead to greater efficiency and effectiveness.

    Responsibilities include, but are not limited to:

  • Handling administrative tasks, such as electronic calendar, emails, business cards
  • Optimizing calendar for client meetings.  This requires judgement and critical thinking skills
  • Communicate with corporate executives and their assistants to optimize scheduling and communicate other administrative matters
  • Streamlining client material
  • Client work, such as administering assessments, follow-up on coaching meetings, meeting notes, transcribing 360 interviews, keeping structured and organized client folders
  • Managing projects
  • Preparing reports, presentations, and correspondence
  • Organizing events
  • Managing databases and filing systems
  • Implementing and maintaining procedures/administrative systems
  • Managing existing and creating new Excel spreadsheets for business use
  • Preparing professional PowerPoint decks
  • Recommend and manage IT solutions to create greater efficiencies
  • Ensuring the company website is kept updated
  • Writing and research assignments
  • Booking and arranging travel, transport, and accommodation
  • Liaising with suppliers, contractors, and partners
  • This position may lead for the right candidate to a position that is also focused on growth and marketing activities

    Working with the Executive Coach to:

  • Ensure the company vision, mission and brand are distinct and that all marketing channels are aligned
  • Leverage the most effective marketing and social media tools ensuring consistent messages across both online and offline presence.  Focus on Website, Twitter Communication, LinkedIn, possibly Constant Contact and potentially Facebook
  • Create speaking engagements opportunities
  • Investigate and grow new business channels
  • Investigate any possible alliances
  • Grow the company influence in the market


  • Equal Opportunity Employer/Veterans/Disabled

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    The Company will consider qualified applicants with arrest and conviction records

    • Apply with Adecco

    Reference number US_EN_99_027647_1611006