Executive Assistant

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 bonus


• Annual 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.