Executive Assistant and Administrator Location:

Raleigh, NC Job Type:

Full-Time |

On-Site Pay:

$72,000+ annually, based on experience

Schedule:

Monday-Friday | 8:00 AM-6:00

PM Reports To:

Chief Operating Officer (COO) About Greasecycle Greasecycle is a rapidly growing environmental services company specializing in used cooking oil collection and recycling. We help businesses operate more sustainably by turning waste into valuable resources while providing reliable services to customers throughout the Southeast. Our team operates in a fast-paced, hands-on environment where communication, teamwork, accountability, and problem-solving are essential to our success. Our four core values guide everything we do: Gritty

• We work hard, persevere, and follow through. Scrappy
• We are resourceful and find solutions. Thoughtfully Decisive
• We take initiative, make informed decisions, and act with purpose. Humble Yet Proud
• We take pride in our work while respecting and supporting others.

About the Position Greasecycle is seeking a highly organized, proactive, and personable Executive Assistant and Administrator to provide direct administrative and operational support to our Chief Operating Officer. This position is ideal for someone who enjoys working with people, managing multiple moving parts, and bringing structure to a busy environment. The right candidate will be an excellent communicator who thrives on staying organized, anticipating needs, and ensuring important tasks are completed accurately and on time. You will serve as a key point of contact between the COO, internal departments, vendors, and external business partners. Success in this role requires strong attention to detail, a sense of urgency, excellent follow-through, and the ability to maintain positive working relationships while keeping priorities on track. We are looking for someone who takes ownership of their responsibilities, enjoys a variety of daily tasks, and can confidently coordinate activities without needing constant direction. Key Responsibilities Executive Calendar & Schedule Management Manage and coordinate the COO's daily calendar, appointments, meetings, and scheduling priorities. Anticipate scheduling conflicts, adjust appointments as needed, and communicate changes promptly. Coordinate operational meetings, vendor discussions, and internal leadership check-ins. Help prioritize the COO's time to ensure important deadlines and business objectives remain on schedule. Email & Communication Management Monitor, organize, and prioritize incoming emails and communications. Draft professional correspondence and respond to routine inquiries as appropriate. Identify urgent matters requiring executive attention and ensure timely follow-up. Maintain clear and consistent communication between the COO and internal or external stakeholders. Meeting Coordination & Follow-Through Prepare meeting agendas, supporting documents, reports, and other necessary materials. Attend designated meetings, document important discussions, and track action items. Follow up with department leaders and team members to ensure assigned responsibilities and deadlines are met. Maintain organized records of meetings, decisions, and ongoing projects. Relationship & Vendor Coordination Serve as a professional and approachable point of contact for vendors, customers, business partners, and internal departments. Assist with coordinating communications and resolving administrative or operational concerns. Build and maintain positive working relationships across all levels of the organization. Ensure requests, questions, and outstanding issues receive timely attention and appropriate resolution. Administrative & Operational Support Assist with expense reports, travel arrangements, documentation, and general administrative processes. Maintain accurate records, organized files, spreadsheets, and tracking systems. Coordinate special projects and assist with operational initiatives as assigned. Identify opportunities to improve administrative processes, communication, and overall efficiency. Take ownership of miscellaneous tasks and challenges, researching solutions and coordinating the appropriate resources to resolve them. Qualifications Required Qualifications Minimum of 3 years of experience as an Executive Assistant, Administrative Coordinator, Office Manager, or in a similar administrative support role. Experience supporting senior leadership or executives in a professional business environment. Excellent verbal and written communication skills. Strong organizational skills with exceptional attention to detail. Proficiency with Google Workspace, including Gmail, Google Calendar, Google Docs, and Google Sheets. Demonstrated ability to manage multiple priorities, deadlines, and responsibilities simultaneously. Ability to work independently, exercise sound judgment, and take initiative. Strong interpersonal skills with the ability to communicate professionally and confidently with employees, managers, executives, vendors, and customers. Ability to handle confidential and sensitive information with professionalism and discretion. Preferred Qualifications Experience supporting executive leadership in logistics, transportation, environmental services, construction, or another operations-focused industry. Experience coordinating multiple departments, vendors, or operational projects. Familiarity with task management software, reporting tools, and administrative tracking systems. Experience developing or improving administrative processes and organizational workflows. What We're Looking For Our ideal candidate is someone who combines strong interpersonal skills with exceptional organization and attention to detail.

Personable & Professional:

You enjoy interacting with people, building relationships, and maintaining open communication.

Highly Organized:

You naturally create structure, maintain accurate records, and keep schedules, projects, and responsibilities on track.

Proactive & Resourceful:

You anticipate needs, identify potential problems, and take action without waiting for instructions.

Fast-Paced & Responsive:

You enjoy a busy work environment, adapt quickly to changing priorities, and respond to requests with urgency.

Detail-Oriented:

You take pride in accuracy, consistency, and ensuring important information or tasks do not get overlooked.

Dependable & Accountable:

You take ownership of your work, consistently follow through on commitments, and ensure deadlines are met.

Collaborative & Confident:

You communicate effectively with different personalities and departments while maintaining professionalism and positive working relationships.

Adaptable Problem Solver:

You remain composed when priorities shift and focus on finding practical solutions. Why Greasecycle? At Greasecycle, we value employees who take initiative, work hard, and contribute to the success of the entire team. As our Executive Assistant and Administrator, you will work directly with executive leadership, develop relationships across multiple departments, and play an important role in keeping daily business operations organized and moving forward. If you are an outgoing, organized, detail-oriented professional who enjoys working with people, solving problems, and staying one step ahead, we encourage you to apply! Greasecycle is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other legally protected status.

Pay:

From $72,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Referral program Vision insurance Application Question(s): How many years of professional experience do you have as an Executive Assistant, Administrative Coordinator, Office Manager, or in a similar administrative support role? The starting salary for this position is $72,000 annually, depending on experience. What are your salary expectations?

Work Location:

In person