Executive Assistant, Port Coquitlam

HSR Zero Waste is seeking a proactive and highly organized Executive Assistant with a strong focus on lead follow-up, early-stage customer engagement, and sales coordination. This role is responsible for ensuring new leads are responded to promptly, early conversations are maintained and documented, and opportunities move smoothly through the initial stages of our sales process. The position also supports marketing coordination, CRM management, reporting, and administrative activities.

HSR Zero Waste proudly champions equity, diversity, and inclusion, welcoming applications from all individuals, including those from LGBTQ2+ communities, Indigenous peoples, racialized individuals, and persons with disabilities. We recognize that diverse perspectives enrich our team and the communities we serve. As an equal-opportunity employer, we encourage all qualified applicants, regardless of gender identity, age, race, marital status, nationality, or any other characteristic, to apply. Our commitment to fostering an inclusive environment ensures that all employees are treated with equality and respect.

Job Title: Executive Assistant

Reporting to: President

Estimated Start Date: January 2026

Work Hours: 08:00 am to 04:00 pm (flexible)

Work Schedule: Monday to Friday (option to work Mon-Thu)

Salary: $45000-54000/annum

Work Location: Hybrid. Reporting to Head Office - Port Coquitlam

Key Responsibilities Lead Follow-Up and Early-Stage Sales Support

Act as the primary point of contact for new and early-stage leads

Ensure all inbound and outbound leads receive timely, professional follow-up

Maintain early-stage relationships until opportunities are ready for senior-level engagement

Track conversations, next steps, and follow-up timelines to ensure momentum is not lost

Prepare concise summaries to support effective handoff for closing discussions

Sales Coordination and CRM Management

Maintain, clean, and organize Zoho CRM

Ensure accurate logging of contacts, activities, notes, and pipeline stages

Support preparation of quotes, proposals, presentations, and customer documents

Assist with scheduling sales meetings and coordinating follow-up

Marketing and Public-Facing Support

Assist with marketing coordination, campaign support, and idea generation

Help plan and support customer-facing initiatives, events, and promotions

Attend events, trade shows, and community engagement activities as required

Executive and Administrative Support

Support prioritization, reminders, and follow-up on key tasks

Prepare weekly summaries and internal reports

Assist with organizing documents, workflows, and communications

All other administrative duties assigned

Requirements

Align with HSR CLEER core values

Citizenship | Leadership | Environment | Empowerment | Responsibility

Experience in executive support, sales coordination, or marketing roles

Proven experience in administrative or executive support roles.

Excellent written and verbal communication skills.

Ability to manage multiple priorities independently

Strong organizational and time-management abilities.

Attention to detail and high level of accuracy.

Discretion and ability to handle sensitive information

Proficiency with Microsoft 365 (Outlook, Word, Excel, SharePoint, Teams).

Familiarity with AI productivity tools (e.g., ChatGPT, Notion AI, Microsoft Copilot, etc.)

Preferred

Experience in proposal writing or business development support.

Background in project coordination or operations.

Benefits

Being part of a growing company that puts people and the environment first!!!

Competitive wages

Remote work, flexible hours

Extended health benefits plan (50% covered by the organization)

Annual company-wide bonusAnnual individual performance bonus

Being part of an organization working towards Zero Waste

NOTE: Applications without a detailed cover letter expressing your reason for applying and how you feel this role would match your skills and experience will not be reviewed.

While we appreciate all the work that goes into submitting a resume and cover letter, due to the high volume of applications, only applicants who have been short-listed will receive further communications.

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