Position Title: Executive Administrative Assistant Reports To: CEO
Position Title: Executive Administrative Assistant
Reports To: CEO & COO
The Executive Administrative Assistant role is a key position supporting the CEO and COO of the company. The
individual will serve as an ambassador of the organization, internally and externally, so they must exemplify our
company culture at all times. The organization is very fast paced, with an entrepreneurial approach to the daily
management of the business. This role requires a high level of organizational skills, the ability to meet tight deadlines,
and the ability to switch gears at a moment's notice. An exemplary level of integrity and discretion in handling
confidential information and professionalism in dealing with senior leaders inside and outside the company.
Essential Job Functions: The Executive Administrative Assistant must be able to perform all of the
following duties and responsibilities with or without a reasonable accommodation.
Manage time super-effectively, complete complex tasks and projects quickly with little to no guidance,
think and plan ahead, react with appropriate urgency to situations that require a quick turnaround, and
take effective action without having to know the total picture.
A high level of grammatical expertise in composing and/or editing memos, summaries and presentation
Manage complex calendar and scheduling requirements, develop day-to-day schedules and prioritization of
Provide telephone coverage – answer executive phones, take accurate messages, know executives’
whereabouts at all times, handle urgent calls with appropriate judgment.
Prepare agenda, presentations, and correspondence for leadership meetings, board meetings, committee
meetings and other activities, as needed.
Track and help drive completion of key deliverables and follow up on outstanding items.
Schedule cost-effective air/hotel/ground transportation. Create detailed travel itineraries (including
smooth transitions between time zones). Manage international travel processes (including passport, visa,
and cell phone requirements).
Complete and file expense reports in a timely manner, utilizing both domestic and international currencies
Drive key team activities (including staff and team meeting agendas, organization-wide meetings, social
outings and other logistics).
Arrange special meeting facilities (e.g. food, PC projector, etc.); send meeting confirmation emails; track
responses; prepare and distribute meeting materials.
Identify and coordinate most productive and cost-effective method for meetings including in-person, onsite, offsite, audio conferences (international and local) and manage all logistical needs.
Handle special projects for the CEO and COO.
Duties and Responsibilities:
Complete a high volume of tasks with minimal direction and be self-motivated.
Prioritize and manage complicated calendaring tasks with diplomacy and discretion.
Possess and exhibit an exemplary level of integrity and discretion in handling confidential information.
Maintain a strong focus on continuous process improvement.
Excel in a fast-paced environment.
Be highly organized and detail-oriented.
Work collaboratively in a team environment and build effective working relationships inside and outside of
Demonstrate sound judgment and problem-solving skills.
Learn the organizational structure, team objectives, and adapt to company culture.
Manage projects and plan events
Perform other duties that may reasonably be assigned.
Nature of Supervision:
The incumbent is responsible for exercising discretion and independent judgment when performing job duties and
must display a high degree of ethics, integrity, professionalism, and respect. Minimal guidance is provided on
some, but not all, tasks to be performed. Independent decision-making is a daily responsibility.
This position does not have direct supervisory responsibility.
The minimum educational background of an applicant to this position is a high school diploma, Bachelor’s degree
preferred. Must have a minimum of 5 years of experience supporting C-Suite executive team members.
In addition, a qualified applicant will have:
• High proficiency in Microsoft applications (such as Word, Excel, PowerPoint and Outlook).
• Excellent written and verbal communication skills.
• Excellent interpersonal skills including the ability to work as part of a team.
• Demonstrate punctuality and reliability to ensure availability to meet the needs of those the role supports.
The majority of job responsibilities are performed while seated indoors with little exposure to hazards.
Some flex hours may be required (must be able to work nights and weekends on a non-routine basis).
Interaction will occur with all levels of employees and management, investors, outside vendors and contractors in
the performance of the job duties as they relate to the Executive Administrative Assistant. Interaction will
generally entail the exchange and gathering of information and responding to questions and requests directed at
the CEO and COO.
The above description is meant to provide an overview/summary of the nature and level of work being
performed; it should not be construed as an exhaustive list of all responsibilities, duties and requirements
of the job. Petro Waste Environmental reserves the right to modify the content formally or informally,
follow any other job-related duties/functions requested by their supervisor. Further, all employment at
Petro Waste Environmental is of an at-will nature and, as such, the company reserves its right to
terminate any position or employee (with or without notice and with or without cause) within its