About the job
Job Title: Executive Operations Manager
Reports to: CEO
Location: NY, NY (Remote, must be in Easter Time Zone)
Employment Type: Part Time, 10-20 hours/week
About American Circular Textiles
American Circular Textiles is a dynamic association of businesses in retail, rental, resale, recycling, and sorting, focused on advancing sustainable practices and advocating for policy solutions that drive textile circularity. With a growing membership base and a mission to create a more sustainable textile industry, ACT is looking for an Executive Assistant to support the CEO and help manage the organization’s expanding operations.
Job Summary
This role will be integral to the success of the organization by providing high-level administrative support to the CEO, managing day-to-day operations, coordinating member communications, and facilitating travel and event logistics. This role is ideal for someone who thrives in a fast paced, complex work environment, who is obsessed with organization, excels at multitasking and extremely complex and high stakes administrative tasks, with excellent communication skills. The ideal candidate is familiar with textile circularity and the private sector eco-system, thrives in a mission-driven environment, and is not overwhelmed by, but rather energized by, juggling competing priorities.
Key Responsibilities
1. Executive Support
• Manage the CEO's complex calendar, scheduling meetings, calls, and events across multiple time zones and with a variety of private sector and government offices, staying one-step ahead of the CEO.
• Organize travel arrangements, including flights, accommodations, ground transportation, and itineraries for domestic and occasional international trips.
• Comfort with handling sending out contracts, invoices, and communications around all these functions
• Act as the first point of contact for internal and external communications, ensuring professional and timely responses.
2. Membership Communication and Support
• Maintain regular communication with members, responding to inquiries, coordinating onboarding, and managing renewal processes.
• Support the preparation and distribution of membership materials, newsletters, and advocacy updates.
• Update and maintain member databases and track engagement metrics.
• Assist with organizing member events, including webinars, briefings, and in-person gatherings.
3. Administrative and Operational Management
• Maintain organized systems for files, documents, and resources to ensure accessibility and confidentiality.
• Track key deadlines and manage follow-ups for various projects and initiatives.
• Process expense reports and assist with budgeting and financial reporting for the Executive Office.
• Support compliance and reporting requirements for membership and advocacy initiatives.
4. Event and Travel Coordination
• Plan and execute logistics for virtual and in-person events, including member meetings, webinars, and industry briefings.
• Manage registration, materials, and communications for events.
• Provide on-site support during events, ensuring seamless operations and addressing any issues.
5. Special Projects and Advocacy Support
• Conduct research and prepare summaries, reports, or presentations on policy and industry trends.
• Assist the Executive Director in drafting policy briefs, advocacy materials, and communication campaigns.
• Participate in the development and implementation of strategic initiatives.
Qualifications
Required:
• 3+ years proven experience as an Executive Assistant, Chief of Staff or Operations Professional, ideally in an association, multi-stakeholder group, nonprofit, or policy-focused organization.
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Google Suite, Quickbooks, Hootsuite, Squarespace, Canva, and collaboration tools like Slack, Zoom, and project management software.
• High degree of professionalism, discretion, and confidentiality.
• Ability to adapt to a fast-paced environment and manage multiple priorities.
• Passion for sustainability and an interest in the circular economy or textile industry is a plus.
Preferred:
• Experience supporting membership organizations or trade associations.
• Familiarity with event planning and logistics.
• Knowledge of sustainability, textiles, or circular economy concepts.
What We Offer
• A dynamic, purpose-driven work environment.
• Opportunities for professional growth in a growing organization.
• Flexible work arrangements with occasional travel required.
How to Apply
Please submit your resume and a cover letter outlining your qualifications and interest in the position, along with a link to your LinkedIn profile, to rachel@circularservicesgroup.com. Applications will be reviewed on a rolling basis. Due to high volumes of responses, we will respond only to candidates who are a potential fit.
American Circular Textiles is an equal opportunity employer and encourages candidates from diverse backgrounds to apply.