Executive Assistant

Exciting Opportunity to Join Our Legacy of Environmental Leadership!

Location: Corporate Office - Indianapolis, Indiana

About Us: At Arcwood Environmental, we are more than just a company; we are pioneers in industrial waste management, committed to creating a cleaner, safer world. Since our inception during the environmental movement of the 1970s, we've been at the forefront of solving complex environmental challenges. Headquartered in Indianapolis, Indiana with a dedicated team of 2,000+ employees spread across the United States, we provide innovative and compliant solutions to thousands of clients in diverse industries.

Why Arcwood?

• Impactful Work: Be part of a team that makes a real difference. Our comprehensive services range from hazardous waste management and emergency response to onsite support and technical solutions, allow us to solve our customers' waste challenges. We are part of the solution. We don't generate any waste ourselves.
• Growth Opportunities: At Arcwood, your contribution is valued beyond your job title. We believe in the power of continuous learning and growth, encouraging every employee to expand their skills and take on new challenges.
• Safety First: Your health and safety are our top priorities. We foster a culture where every employee is empowered to act safely and ensure the well-being of their colleagues. Our mantra is Safe and Compliant, Always.
• Collaborative Environment: Together we can achieve much more. Join a supportive and dynamic team where your ideas and efforts are recognized and rewarded.

Our Commitment: We are dedicated to fostering an inclusive and innovative workplace where every employee can thrive. As part of our team, you will have the freedom to contribute your expertise wherever needed, ensuring the success of our mission to protect the environment.

Our Vision: Our vision is to be the most trusted partner in the environmental services industry. We put our customers first and deliver agile, sustainable, and innovative solutions. We commit to nurturing top talent and creating lasting value for our customers, shareholders, communities, and the planet.

Our Ownership: Arcwood Environmental is backed by the EQT Infrastructure VI fund, enhancing our capabilities, and expanding our reach. EQT is a dynamic global investment powerhouse managing EUR 232 billion in assets (EUR 128 billion fee-generating). With a focus on Private Capital and Real Assets, EQT owns and supports leading companies across Europe, Asia-Pacific, and the Americas, fostering sustainable growth, operational excellence, and market leadership. This exciting ownership positions us for continued impacts and growth in the future.

Executive Assistant
As an Executive Assistant you will provides essential support to several executive leaders, ensuring the smooth execution of key administrative functions such as calendar management, travel coordination, and high-level communications on behalf of the leadership team. With a sharp focus on proactive organization and strategic alignment, this role is instrumental in driving the efficiency and effectiveness of executive operations.

The Executive Assistant also acts as a trusted liaison across the organization, facilitating seamless collaboration and managing upcoming meetings and action items with precision. Success in this role demands exceptional judgment, meticulous attention to detail, accountability, and creative problem-solving. Representing Arcwood Environmental with professionalism and discretion, the Executive Assistant plays a pivotal role in fostering relationships and upholding the integrity of the brand.

This position reports directly to the Chief Digital Information Officer (CDIO).

Essential Functions & Requirements:

Calendar & Schedule Management

• Manages various leaders' schedules, organizing meetings, conferences, and teleconferences
• Coordinates travel arrangements and reconciles expense reports
• Ensures proper setup and logistics for meetings, including technology, hospitality, venue coordination and agenda / presentation preparation

Communication & Reporting

• Provides daily support and facilitates communication within the team and with external contacts
• Prepares status reports and updates to keep the leader informed on major projects and operations within their department
• Liaises with other departments and external agencies, maintaining confidentiality
• Represents the Company by managing brand representation, information flow, and confidential data

Documentation & Information Management

• Maintains filing systems, takes meeting minutes, and ensures historical reference
• Develops and tracks meeting agendas and action items
• Creates professional documents such as spreadsheets, charts, and visual aids
• Develops presentations from data and outlines with minimal direction
• Maintains organizational and corporate document accuracy

Strategic, Operational & Client Support

• Implements process improvements to enhance department and office operations
• Enhances leadership performance by taking ownership of diverse and high-priority tasks
• Provides excellent customer service and timely responses to internal and external inquiries
• Prioritizes health and safety by adhering to policies, processes, and maintaining safe practices at all times
• Takes on additional duties as assigned to support the team and organization

Education:

• Associates degree in business administration, human resources, communications or related field (required)

Experience:

• 5+ years of direct experience providing high-level administrative support to executive leaders, including Vice Presidents, Presidents, COOs or CEOs (required) -OR-
• In lieu of a degree, 7+ years of direct experience in providing high-level administrative support to executive leaders, including Vice Presidents, Presidents, COOs or CEOs (required)
• Demonstrated experience successfully managing complex schedules, travel logistics, and confidential communications for high-level leadership (required)

Competencies:

• Ability to navigate fast-paced, dynamic environments while ensuring executive priorities are met with discretion and precision
• Strong skillset in anticipating needs and proactively resolving issues to support the strategic effectiveness of C-Suite leaders
• Adept at building relationships across all levels of an organization, fostering cross-functional alignment in support of leadership goals
• Ability to manager confidential information with discretion, trustworthiness, and sound judgement
• Outstanding written and verbal communication skills, with a strong ability to build relationships and represent leadership professionally
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with fluency in digital collaboration tools
• Expertise in planning and executing complex events, coordinating travel logistics, and supporting high-impact business meetings
• Ability to maintain a positive, collaborative, and professional demeanor in all interactions
• Strong problem-solving capabilities with the agility to meet deadlines and manage competing priorities
• Willingness to travel for business needs (less than 10%) and accommodate work outside normal business hours as required
• Ability to work at a computer screen for extended periods while maintaining accuracy and focus
• Regular and predictable attendance to perform the functions and requirements of this role
  
  

Benefits, Compensation, & Workforce Diversity:
Arcwood offers competitive pay and bonus incentives. Benefits include choice of medical, dental, and vision plans, flexible spending or health savings accounts, employee and dependent life insurance, short and long-term disability, 401(k) savings plan with 7% company match, and tuition reimbursement.

Equal Opportunity Employer - Veterans & Disabilities

A post-offer drug screen will be required.