What are the responsibilities and job description for the Executive Administrator position at RRS?
Description
RRS is a mission orientated company dedicated to community-centered sustainability, materials management, and climate solutions since incorporating in 1986. In that time, we have grown to nearly 75 employees in four countries and have conducted over 1,000 projects around the globe. RRS is composed of strategists, planners, engineers, economists, technical analysts, businesspeople, and communications specialists. Our experts operate confidently across the materials management supply chain, identifying the best opportunities to effect change, and developing pathways to long-term value.
RRS has grown with the industry, developed new solutions for waste and recycling operations and paved the way for clients, both public and private, to develop waste diversion and recycling operations that are aligned with client context and grounded in technology, proven metrics, and decades of experience. Our breadth of experience includes stakeholder engagement, policy analysis, program planning, and project execution in areas such as assessments, facility audits, system design and optimization, high-diversion program implementation, packaging recovery, communications/outreach, financial and data analysis modeling, extended producer responsibility, and circular economy practices.
Our company is scaling for growth. We want top performers that can strengthen relationships, build and grow the business, all while having a positive environmental impact. Sometimes that takes flexibility. RRS understands that normal office hours may not be M-F, 9-5.
RRS is seeking applications for a Full-Time Executive Administrator who will be responsible for supporting internal operations and managing administrative projects for both our clients and the company.
Location: Due to the nature of the project(s) for this specific position, the employee must be in Michigan and preferred to be in the Ann Arbor/Detroit area. The position is mostly remote, with preference to be in the Ann Arbor office at least once per month for the first six months.
Job Responsibilities
- Anticipate situations and act to resolve them efficiently and effectively.
- Exercise independent decision making, take initiative to respond to requests, and support team members appropriately.
- Develop and maintain wide, high-level, and effective business and administrative contacts and resources.
- Create a positive internal and external customer experience.
- Organize, coordinate, and disseminate company wide, vendor, and client correspondence.
- Plan and execute logistics for client events, including but not limited to:
- Negotiate contracts with vendors and ensure timely delivery of services.
- Coordinate transportation, accommodations and event materials.
- Organize hotel blocks.
- Coordinate catering, AV, room setup, videographers, etc.
- Oversee the setup and breakdown of event spaces.
- Maintain strong relationships with clients, vendors, and venues.
- Coordinate travel arrangements for various team members including booking flights, accommodations and transportation.
- Book event spaces for board of director meetings, small group gatherings and get togethers.
- Organize catering services for events, ensuring food and beverage needs are met.
- Assist project managers by providing administrative support on client projects, including, but not limited to:
- Schedule meetings and stakeholder engagement.
- Meeting minutes.
- Organization of documents and files.
- Collaborate with grant administrator on grant application and coordination.
- Collaborate with the finance team on membership billing, vendor invoices, etc.
- Assist with all other tasks as requested, including, but not limited to:
- Report production
- Data entry
- Research
- Presentation Development
Key Qualifications
- Organized, self-motivated, and driven.
- Ability to prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
- Ability to work under pressure and manage multiple projects simultaneously.
- Detail oriented with strong organizational and documentation skills.
- Excellent verbal and written communication skills – ability to communicate with a variety of personality styles.
- Ability to work independently with minimal supervision.
- Ability to work and coordinate with distributed staff in different time zones.
- Proficiency with Microsoft office suite including:
- Word
- Excel
- PowerPoint
- SharePoint
- OneNote
- Ability to work within a client relationship management (CRM) system. Knowledge of Salesforce a plus, willingness to learn and use Salesforce is essential.
- Experience working within a distributed workforce and/or consulting company a plus.
Minimum Qualifications:
- Two-year degree in administration assistant or Secretarial Studies, English, Communications, Marketing or Business.
- Three to five years of relevant executive administrator experience
About RRS
Passion. Vision. Collaboration. Perseverance. Results.
Founded in 1986 and headquartered in Ann Arbor, Michigan, RRS is a sustainability and recycling consulting firm. It makes a difference to work with a company that compliments its expertise with people driven by qualities to succeed. Those qualities set RRS apart from others; they bring us together as a team. As a team, we deliver results.
For nearly three decades, RRS has built data sets and cutting edge solutions based on science and real world application. To date, our experience includes more than 500 combined years in the field, working on more than 900 projects.
RRS believes that to have an effective change you must look at the big picture and give due attention to every detail. We combine our drive and talent on right-sized teams to deliver a full service project, including analysis, planning, implementation, communication and reporting.
RRS delivers what our clients need to manage change in their resource-constrained worlds.
Founded in 1986 and headquartered in Ann Arbor, Michigan, RRS is a sustainability and recycling consulting firm. It makes a difference to work with a company that compliments its expertise with people driven by qualities to succeed. Those qualities set RRS apart from others; they bring us together as a team. As a team, we deliver results.
For nearly three decades, RRS has built data sets and cutting edge solutions based on science and real world application. To date, our experience includes more than 500 combined years in the field, working on more than 900 projects.
RRS believes that to have an effective change you must look at the big picture and give due attention to every detail. We combine our drive and talent on right-sized teams to deliver a full service project, including analysis, planning, implementation, communication and reporting.
RRS delivers what our clients need to manage change in their resource-constrained worlds.
