What are the responsibilities and job description for the Executive Assistant/Administrative Coordinator position at Geared for Green?
About Us
Geared for GREEN is a family of companies pioneering recycling, sustainability, and circular economy solutions. Based in the heart of Brickell, Miami, our mission is to create a greener, more sustainable future. We work with retailers, events and venues, hospitality, school systems, communities, organizations, and corporations to provide sustainability and recycling solutions that reduce costs, create value, and help preserve our environment. Our recycling services convert waste into sustainable raw materials used to make brand new products for our clients. As part of our eco supply chain toolkit, we offer a comprehensive catalog of over 250 sustainability products and services. Highlights include our Champions for GREEN Apparel & Uniforms group, supplying sustainable apparel made from recycled plastic water and soda bottles, and our Apex Sustainable Furnishings group, producing eco-friendly furniture and CIRQBOARD Sustainable Polymer Sheets made from recycled plastic films for B2B clients in key markets. By joining our team, you’ll contribute to meaningful sustainability initiatives that positively impact businesses, communities, and the environment.
Position Overview
We are looking for a highly organized and proactive Executive Assistant & Administrative Coordinator to provide executive-level support to the CEO while overseeing various administrative tasks across our companies. This role requires excellent communication skills, impeccable attention to detail, and the ability to manage multiple priorities in a fast-paced setting. The ideal candidate is a strategic thinker, problem solver, and team player with a passion for sustainability.
Key Responsibilities
I. Executive Support to the CEO
a. Avon Support - Manage update weekly inventory log, scheduling shipments, updated eta’s, request for shipping documents, Receiver Reports, Monthly Tally
b. Manage the CEO’s calendar, including scheduling internal and external meetings, conference calls, and appointments.
c. Serve as the first point of contact for all internal and external communications on behalf of the CEO, including managing the CEO’s Emails.
d. Support the CEO including organizing, following up and distributing detailed meeting minutes and follow-up tasks.
e. Manage CEO files, digital and physical.
f. Support the CEO in CRM system, Client databases, and AI tool development & integration.
g. Support the CEO in preparing & editing presentations, proposals, growth planning, etc.
h. Coordinate CEO travel arrangements, flights, hotels, itineraries, etc.
i. Manage reporting and KPI needs for the CEO to organize important data.
j. Assist the CEO with personal tasks & errands as needed.
k. Support the CEO R&D needs including conducting research, compiling data, etc.
II. Administrative Coordination and Support
a. HR Support including recruitment & onboarding, employee records and compliance, payroll & administration, employee relations, office culture, leadership initiatives, training & development, and general administrative HR support - Miami office, MI Facility.
b. Manage daily office operations, including office vendors and service providers, mail, including IT, office phone and email systems, office supplies, office / facility management, ensuring smooth functionality across all companies.
c. Bookkeeping Support including Quick Books Data entry, Order entry, EDI support & entry, QB reports
d. Logistics Support including vendor/client coordination, documentation collection, etc.
e. Filing Support organizing & maintaining digital and physical filing systems for confidential and company records.
f. Content Management Support with Marketing & Sales Teams including Presentations, Proposals, Websites, Video’s, Catalogs,
III. Project Management
a. Assist our “Green Machine” National Sales with recruitment and onboarding support.
b. Assist with planning and execution of key sustainability initiatives and events.
c. Monitor project timelines, track deliverables, and ensure deadlines are met.
d. Support our department heads in preparing materials and presentations for key clients or internal use, including client-facing materials, proposals, follow ups.
e. Coordinate company-wide events, meetings, and team-building activities.
IV. Qualifications
a. Education: Bachelor’s degree preferred but not required (depending on experience).
b. Experience: At least 2 years of experience in Administrative experience Coordinator.
c. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), Google Workspace, and basic Canva (Preferred).
d. Experience with QuickBooks, (EDI is not required but preferred), CRM systems, and project management tools (e.g., Asana, Monday.com).
V. Key Competencies
a. Highly organized with strong time-management skills.
b. Strong verbal and written communication skills.
c. Ability to handle sensitive information with discretion and confidentiality.
d. Ability to handle multiple priorities and work in a fast – paced environment.
e. Self-starter with a proactive attitude and problem-solving mindset.
f. High attention to detail and accuracy.
g. Interest, passion, or background in sustainability and environmental initiatives (not required but preferred).
Job Type: Full-time
Pay: $60,000.00 per year
Benefits:
- Paid time off
- Professional development assistance
Schedule:
- 8 hour shift
Ability to Commute:
- Miami, FL 33131 (Preferred)
Ability to Relocate:
- Miami, FL 33131: Relocate before starting work (Preferred)
Work Location: In person
Salary : $60,000