Executive Assistant to CEO/Executive Team

About Us:

Heartland is a complete end-to-end waste solutions provider, industry recognized since beginning operations in 2008. Enabled by unique, proprietary technologies and with a partnership approach rooted in decades of operational expertise, Heartland doesn’t just treat waste, we solve problems at the source. Our proven on-site technologies and unique build-own-operate business model are advancing sustainable waste solutions that create shared value for our customers, communities and the planet.

Join us at Heartland, where we work hard, solve tough problems, and celebrate success together!

What you will do:

We are seeking a proactive, highly organized, and detail-oriented Executive Assistant to provide high-level administrative and strategic support to our Executive Team. This individual will play a critical role in enabling the productivity and effectiveness of senior leaders by managing priorities, coordinating across departments, and ensuring that key initiatives move forward. The ideal candidate is a confident communicator, thrives in fast-paced environments, and exercises sound judgment and discretion with sensitive information.

In addition to core administrative duties, this role will take on select Chief of Staff-style responsibilities, including project tracking, internal communication alignment, and cross-functional coordination to improve executive bandwidth and focus.

Key Responsibilities

Executive Support & Prioritization

• Manage and optimize complex executive calendars across time zones; schedule internal and external meetings, proactively resolving conflicts and shifting priorities as needed.
• Serve as a trusted extension of the executive team by triaging requests, prioritizing engagements, and facilitating decision-making support.

Meeting Preparation & Follow-Up

• Prepare agendas, background materials, and presentations; attend meetings as needed to capture notes and track key decisions and action items.
• Ensure follow-up and accountability on next steps, communicating across departments as needed.

Travel & Logistics

• Plan and manage detailed travel itineraries, including transportation, lodging, meetings, and expense reconciliation.

Executive Communication

• Draft, review, and manage executive communications, including emails, memos, reports, and internal updates with a clear and professional tone.
• Support alignment of messaging between the executive team and broader organization.

Project & Initiative Coordination

• Support the coordination of key projects and initiatives by tracking deliverables, updating timelines, and liaising across functions to ensure progress.
• Surface risks and roadblocks to executive attention as needed.

Board & Investor Engagement

• Assist in preparing materials, scheduling meetings, coordinating logistics, and managing communications related to Board of Directors and investor meetings.
• Maintain confidentiality and professionalism in all dealings with high-level stakeholders.

Marketing & Event Support

• Assist with the planning and execution of conferences and trade shows, including coordination of materials, logistics, and external representation.

Operational & Strategic Support

• Partner with HR, IT, and Facilities to ensure seamless day-to-day operations of the executive office.
• Provide insights and recommendations to improve internal processes, communications, or efficiencies.

Culture Stewardship

• Help maintain a positive and productive executive office environment
• Act as a liaison between the executive team and employees, vendors, and stakeholders.

Qualifications

• 5 years of executive-level administrative experience supporting C-suite or senior leaders.
• Demonstrated ability to manage complex schedules, prioritize effectively, and maintain poise under pressure.
• Exceptional written and verbal communication skills.
• Mastery of Microsoft Office Suite; experience with project management tools such as Wrike is a plus.
• High emotional intelligence, discretion, and professionalism with confidential matters.
• Strong organizational, analytical, and problem-solving skills.
• Self-starter who can operate independently and pivot quickly.

Preferred Qualifications

• Experience supporting executives in high-growth or entrepreneurial organizations.
• Bachelor’s degree or equivalent professional experience.
• Experience coordinating with Boards of Directors or external investors.
• Exposure to internal communications, business operations, or project management functions.

Working at Heartland Water Technology:

At Heartland, we take pride in our collaborative and supportive team culture. We enjoy working together to achieve shared goals and value individuals who bring an ownership mindset, a strong work ethic, and a passion for solving challenges. Success at Heartland also requires the ability to work effectively with others, demonstrate maturity, and contribute to a positive and productive work environment.

We are proud to offer a comprehensive and competitive total rewards package, including:

• Medical, Dental, and Vision coverage
• Company-paid Life and Disability Insurance
• 401(k) retirement savings plan
• Flexible Spending Accounts (FSA) and Supplemental Life Insurance options
• Paid Time Off (PTO)
• Flexible Remote Work options

Heartland Water Technology, Inc. is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, genetic information, arrest record, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. We participate in E-Verify.