Executive Assistant to CEO

Vireo Health • Tampa, FL

4d • $100,000 - $120,000

About The Position

Prolific Brands is seeking a highly organized, technology-forward Executive Assistant to the CEO to serve as a critical coordination point across our portfolio of operating companies, including Hawthorne Gardening, Bridgewell, and future acquisition platforms. Reporting directly to the CEO, this individual will operate as a right hand to the CEO, helping coordinate a fast-paced operating environment involving multiple businesses, functional leaders, integration initiatives, and M&A activity. The Executive Assistant will work closely with approximately 8–10 senior directors and functional leaders across the Prolific Brands portfolio and will regularly participate in executive and departmental meetings. The primary objective of the role is to create greater efficiency and operating discipline around the CEO—allowing the CEO to remain focused on strategy, governance, growth, EBITDA improvement, and enterprise value creation.

Requirements

• Prior experience supporting a CEO, President, senior operating executive, or comparable leadership position
• Demonstrated ability to operate effectively in a high-volume environment with competing priorities
• Strong bias toward action, with follow-up, responsiveness, and execution speed as fundamental expectations
• Exceptional organizational skills, able to manage numerous meetings, executives, workstreams, deadlines, and communications without losing visibility or accountability
• Clear, professional communication with executives and employees at all organizational levels
• Comfortable following up with senior leaders, requesting outstanding information, tracking commitments, and ensuring that agreed actions are completed
• Sound judgment and discretion regarding executive, financial, personnel, strategic, and M&A information
• Comfortable working in a data-driven organization where decisions and accountability are increasingly supported by measurable information and KPIs
• Highly comfortable operating in a modern, technology-driven executive environment, with strong working knowledge of Microsoft 365, Microsoft Teams, Outlook and calendar management, cloud-based document and information management, ChatGPT and other AI productivity tools, Slack, and task/project-management applications such as ClickUp

Nice To Haves

• Experience working within a multi-company, multi-location, or private-equity-backed organization is highly desirable
• Distribution, manufacturing, supply-chain, or related operating-company experience is preferred but not required
• Experience supporting acquisition integration or organizational transformation is beneficial

Responsibilities

• Manage and prioritize a high-volume executive calendar, including approximately 6–10 Microsoft Teams meetings on active days
• Coordinate meetings across multiple operating companies, departments, executives, and outside parties
• Anticipate scheduling conflicts, required preparation, follow-up needs, and CEO priorities
• Ensure the CEO is properly prepared for meetings with relevant information, agendas, materials, and outstanding action items
• Serve as a central coordination point between Hawthorne Gardening, Bridgewell, future acquisitions, and Prolific Brands leadership
• Facilitate communication between the CEO and functional directors
• Coordinate information requests, management deliverables, deadlines, and follow-up
• Help establish and maintain a consistent operating cadence across the organization
• Participate in selected Microsoft Teams meetings with the CEO
• Capture key decisions, commitments, action items, owners, and deadlines
• Maintain follow-up schedules and proactively communicate with responsible team members
• Track completion of management initiatives and escalate overdue or unresolved items
• Help translate executive meetings into clear next steps and accountability
• Support the CEO and leadership team during acquisition and integration activities
• Coordinate meetings, information flow, synergy initiatives, integration workstreams, and management follow-up
• Maintain organized tracking of integration priorities, responsible executives, milestones, and outstanding deliverables
• Assist in keeping multiple integration initiatives moving simultaneously
• Assist the CEO in managing a high volume of email and internal communication
• Review email threads and help identify matters requiring CEO attention
• Prepare routine or preliminary responses based on CEO direction
• Help organize communications so that strategic and time-sensitive matters receive appropriate priority
• Maintain strict confidentiality regarding corporate, personnel, financial, and M&A matters
• Support the CEO's management workbooks, action trackers, executive summaries, and operating-review process
• Follow up with department leaders regarding requested information and deliverables
• Help ensure that management information is received accurately and on schedule

Benefits

• Medical, dental, vision, and life insurance on the first of the month after you begin employment
• Competitive additional benefits including HSA, FSA, Dependable Care, EAP services, etc.
• 15 Days of accrued PTO in addition to 2 Wellness Days & Volunteer Hours that will increase with tenure
• 401k program with an employer match after six months of employment

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed