Executive Administrative Assistant

Traditional Medicinals•Rohnert Park, CA

1d•$85,700 - $112,455•Hybrid

About The Position

The Executive Assistant to our Executive Leadership Team (ELT) will work closely with the CEO and seven-person Executive Leadership Team to provide administrative support. This onsite position also supports the organization by providing services and resources needed to allow executives to focus on delivering greater impact. This position reports to the Chief Executive Officer.

Requirements

Minimum 5 years of experience in executive administrative capacities
Strong organizational abilities including planning, project development and task facilitation
Strong technical skills with Microsoft Teams, Excel, PowerPoint, meeting presentations, and managing remote meetings.
Ability to interface and engage diverse stakeholder groups
Takes initiative rather than waiting for direction
Not above any job; will do whatever it takes to be successful
Excellent follow-through skills
Results oriented; takes pride in a high-quality product
Detail-oriented; consistently aware of all the moving pieces
Include cultural sensitivity, travel-related skills & capacity

Nice To Haves

Strong preference for a Certified Administrative Professional (CAP) certification

Responsibilities

Maintain calendars for ELT, scheduling appointments, and prioritizing tasks
Understand and communicate executive budget impact, availability, and concerns to appropriate budget owners
For executive vendors, coordinate with external vendors, including gathering required paperwork for vendor setup and processing invoices as needed
Understands the structure of the organization and develops a strong network across departments; draws on network to answer questions and successfully accomplish responsibilities
Book facilities/meeting rooms for Board and ELT meetings
Arrange catering, audiovisual equipment, and other logistical support for meetings and events
Assemble and edit Board decks (PowerPoint presentations and PDFs) for consistency, following brand guidelines
Attend meetings as needed, take notes, and follow up on action items and decision
Coordinate guest meeting setups including video conference preparedness
Make ELT travel arrangements, including booking tickets and accommodation
Book international travel for all traveling employees except Regional Relationship Managers
Book travel for Board as requested
Submit expense reports for ELT members and Board members
Understand and reinforce travel and expense policies to executives
Handle confidential and sensitive information with discretion and confidentiality
Maintain confidentiality of executive discussions, decisions, and sensitive company information
Ad hoc projects as assigned