Executive Administrative Assistant

Rocky Mountain Recycling has been in continuous operation at the corner of 64th and Brighton Blvd. in Commerce City since 1936. We recycle all scrap metal including copper, aluminum, brass, stainless steel, zinc, aluminum cans, lead batteries, all types of iron, and steel. We process and ship directly to steel mills throughout the United States and overseas. For more information go to www.RMRscrap.com. We offer excellent medical, dental and vision benefits, 7 paid holidays, competitive PTO, 401k, low turnover, and a company that appreciates every employee's contribution!

We are currently looking for an Executive Administrative Assistant to work 5 days a week Monday-Friday.

POSITION SUMMARY:

The Executive Administrative Assistant will have the ability to work diligently to help maintain smooth office operations. You will undertake a variety of activities in the office ranging from management of the executive’s schedule, meeting preparation, follow-up tasks, travel arrangements, filing, scanning to basic bookkeeping. You must be reliable and hardworking with great communication skills. The ideal candidate will be familiar with office equipment and procedures.

REPRESENTATIVE RESPONSIBILITIES:

The following responsibilities are general duties that a particular employee in this position may or may not be required to perform. The actual duties required for this position will vary.

Executive Management

• Responsible for executive calendar.
• Prepare daily and weekly agendas.
• Screen emails and draft responses.
• Track strategic initiatives.
• Follow up with department managers.
• Maintain action-item lists until completed.
• Ensure deadlines are met.
• Draft correspondence from executive notes.
• Help prepare presentations.
• Coordinate board materials.
• Track major customer issues.
• Monitor capital projects.
• Maintain executive dashboards.
• Follow up on unresolved operational issues.
• Help with Peeches and LinkedIn posts.

Meeting Management

Before meetings provide:

• Agenda.
• Background.
• Previous decisions.
• Open issues.
• Required decisions.
• Supporting documents.
• Prioritize meetings based on strategic importance.

After meetings responsibilities

• Minutes.
• Action items with responsible person and due dates.
• Follow-up reminders.

Board & Association Support

• BIR meetings.
• Board meetings.
• Convention planning.
• Speaking engagements.
• Presentation deadlines.

Travel Management

• Coordinate domestic and international travel.
• Flights and Hotels.
• Ground transportation.
• Visa/passport monitoring.
• Itinerary books.
• Expense reporting.
• Meeting coordination while traveling.

Office responsibilities

• Maintain files and records so they remain updated and easily accessible.
• Sort and distribute incoming mail and prepare outgoing mail (envelopes, packages, etc.)
• Scan documents, stuff envelopes, make copies, collate and distribute documents.
• Utilize office equipment such as photocopiers, printers, etc., and computers for word processing, spreadsheet creation, etc.
• Update reports as needed on Excel spreadsheets. End of month reports.
• Obtain quotes and issue PO’s.
• Monitor and order office supplies.
• IT – Phones, internet, truck scales, small scales, keyboards, etc.
• Maintenance scheduling – All office HVAC, Carpets, Windows, Plumbing.
• Marketing – Order business cards, schedule food trucks, etc.
• Perform other office duties as assigned.

EXPERIENCE, EDUCATION, CERTIFICATION:

Required:

• 2-4 years of experience as an Executive Administrative Assistant.
• Advanced mastery of Microsoft Office Suite, particularly Word, Excel, and PowerPoint and virtual meeting tools.
• Hands-on experience with complex calendar management, travel coordination, and expense reporting.
• Discretion when handling highly confidential information, superior verbal and written communication skills, and the ability to multitask in fast-paced environments.

ENVIRONMENTAL/ATMOSPHERIC WORKING CONDITIONS:

The following environmental/atmospheric working conditions are commonly, but not always, associated with the performance of this position. The actual working conditions will vary.

• Office environment

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required by personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the company.