Executive Administrative Assistant

Traditional Medicinals • Rohnert Park, CA

18d • $85,700 - $112,455 • Hybrid

About The Position

The Executive Administrative Assistant serves as a trusted operational partner to the CEO and eight-member Executive Leadership Team (ELT). This role goes beyond traditional administrative support — it requires sound judgment, discretion, and the ability to anticipate needs, manage competing priorities, and keep the organization moving. The ideal candidate is a proactive, detail-oriented professional who takes ownership of outcomes and builds strong relationships across the company.

Requirements

• 5-7 years of progressive experience in executive administrative support, preferably supporting C-suite leaders
• Advanced proficiency in Microsoft Office Suite (Teams, Excel, PowerPoint, Outlook) and virtual meeting platforms
• Strong organizational skills with the ability to manage multiple priorities simultaneously without losing accuracy or follow-through
• Exceptional written and verbal communication skills
• Proactive, resourceful, and solutions-oriented — takes initiative without waiting to be asked
• Builds effective relationships across all levels of the organization
• Culturally sensitive and comfortable supporting a diverse, global stakeholder base
• High standards for quality and a genuine investment in delivering excellent work
• Comfortable with ambiguity and able to adapt quickly to shifting priorities

Nice To Haves

• Certified Administrative Professional (CAP) designation strongly preferred
• Bachelor's Degree desired

Responsibilities

• Manage and maintain calendars for the CEO and ELT, including proactive scheduling, prioritization, and conflict resolution
• Maintains the calendar for the company through the corporate calendar and timing associated with key company and stakeholder meetings.
• Anticipate executive needs by maintaining working knowledge of CEO priorities, active projects, key vendors, and associated budgets
• Coordinate vendor relationships, process invoices, and support setup and onboarding of new vendors as needed
• Leverage organizational systems, tools, and relationships to move work efficiently across the company
• Plan and execute logistics for Board and ELT meetings, including room booking, catering, audiovisual setup, and video conference preparedness – both on and offsite
• Prepare and format Board meeting materials — presentations, PDFs, and supporting documents — consistent with brand guidelines
• Attend meetings as requested; capture notes, track action items, and follow up on decisions
• Coordinate guest and external participant meeting setups
• Arrange all ELT travel, including domestic and international bookings (flights, accommodations, ground transportation)
• Coordinate international travel arrangements for all employees except Regional Relationship Managers
• Book Board travel as requested
• Submit and reconcile expense reports for ELT and Board members
• Reinforce and guide compliance with company travel and expense policies
• Handle all sensitive and confidential information — executive discussions, personnel matters, business decisions — with the highest level of discretion
• Maintain trust as a consistent steward of confidential company information
• Support ad hoc initiatives and special projects as assigned by the CEO or ELT

Benefits

• Compensation range is $85,700 - $112,455
• Compensation is determined based on non-discriminatory, business-related factors, including but not limited to, training, experience, education and/or professional certifications, geographic location, and market data.
• We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive