Executive Assistant and Events Coordinator

About Recycle Coach

Recycle Coach is a leading provider of waste and recycling education and communication solutions, serving over 1,700 municipalities across North America and Australia. Beyond simple scheduling, our mobile app offers interactive learning to help residents recycle properly and understand its importance. We pride ourselves on using technology to tackle environmental challenges with over 20 years of innovation in this sector.

Position Overview

We are looking for a meticulous and organized Executive Assistant and Events Coordinator to provide comprehensive support to our CEO and help manage trade show and event operations. This part-time remote position will be based preferably in New Jersey or Illinois, with some required travel for industry events. The role blends executive administration with event planning responsibilities, empowering you to contribute significantly across organizational functions.

Key Responsibilities

• Oversee the CEO's calendar management, including scheduling and meeting coordination.
• Draft meeting agendas, prepare materials, and manage follow-up communications.
• Handle routine correspondence, emails, and various administrative requests.
• Arrange and coordinate CEO travel plans and itineraries.
• Support additional projects and priorities as they arise.
• Plan and execute logistics for conferences, roadshows, and internal events.
• Identify and liaise with event vendors, secure venues, and manage contracts to ensure smooth event delivery.
• Process invoices and support event-related financial documentation.
• Inspect and maintain event materials and assets before and after events.
• Manage printing, packing, and shipping operations from the warehouse, addressing any logistical challenges promptly.
• Prepare necessary shipping documentation such as bills of lading and customs forms.
• Collaborate effectively with internal teams and external partners to achieve high-quality event outcomes.

Candidate Qualifications

• Demonstrated experience in operations, event management, or program coordination roles.
• Strong organizational aptitude and excellent interpersonal communication skills.
• High attention to detail with consistency in task completion.
• Ability to thrive in a fast-paced environment involving multiple stakeholders.
• Skilled at managing competing priorities efficiently.

Additional Details

• Compensation range: $20-$25 per hour based on expertise.
• Immediate start date.
• Some travel required for attending in-person events and conferences.
• Preferred candidates located in New Jersey or Illinois.

Application Instructions

Candidates should submit a single PDF file combining a cover letter and resume, named as LASTNAME_EA-EC, with the same designation in the email subject. Email applications to the provided contact address. Only shortlisted candidates will be contacted. This is an equal opportunity employment opportunity.