Executive Assistant - Job ID 1778985

DCM Inc•Hagerstown, MD

2d•Onsite

About The Position

Our Executive Assistant is primarily responsible for completing clerical and administrative tasks for senior level staff members including answering emails and phone calls, scheduling meetings, taking minutes. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Requirements

For legal reasons, all employees need to be at least 21 years of age.
You will be asked to pass a Federal and State criminal history background check.
We ask that you have at least three (3) years of experience of executive assistant/administrative support experience.
We ask that you are proficient in Microsoft Office (Word, Excel, Outlook, Adobe, PowerPoint) and other computer software.

Nice To Haves

Ability to successfully work both independently and collaboratively across functions.
Excellent verbal and written communication skills.
Strong analytical and problem-solving skills.
Excellent organizational skills and attention to detail.
Proactive approach and a self-starter.
High standards for accuracy, precision, and work produced.

Responsibilities

Manage and coordinate calendars for the C-Suite, including scheduling meetings and preventing conflicts or double bookings.
Provide daily meeting summaries via email and send real-time text reminders to ensure timely attendance.
Oversee executive time management, keeping leadership informed of deadlines, priorities, and outstanding items through follow-up to completion.
Draft, review, and manage confidential correspondence, including emails, acknowledgements, and executive communications.
Maintain investor contact databases and mailing lists, ensuring accuracy and timely updates.
Prepare and distribute investor communications, including letters, updates, and emails, and confirm receipt.
Print, organize, and coordinate investor mailings.
Arrange all travel logistics, including conference registrations, flights, hotel accommodations, and rental vehicles.
Create FedEx shipping labels and coordinate outgoing shipments.
Manage shipping supplies, including postage, certified mail processing, and reordering FedEx materials.
Convert documents into PDF format to facilitate e-signature processes.
Scan, organize, and maintain accurate electronic and physical records.
Obtain and manage corporate documentation, including incorporation records, EIN confirmations, and certificates as requested.
Request and track Certificates of Good Standing and Certificates of Clean Hands.
Provide administrative support for legal matters, including cease-and-desist requests, subpoenas, and audits.
Complete banking documentation, including forms for adding new signers.
Monitor and review regulatory updates (e.g., D.C. Register and Maryland Cannabis Administration bulletins), flagging relevant changes.
Prepare and submit regulatory filings, including Bega Reports, Biennial Reports, Trade Name Renewals, and Business License Applications.
Assist with the completion and submission of Maryland and Washington, D.C. licensing applications.
Maintain internal tracking tools, including financial workbooks (e.g., DCMI CC workbook), and compile receipts.
Maintain the DCML Vehicles Database, ensuring registrations remain current and compliant.
Run office errands (post office, bank, supplies) as needed.
Ensure office equipment runs smoothly; arrange repairs; track inventories; assess improvements.
Expense reimbursement documentation and processing.
Collect and distribute HR related mail in a timely and organized manner.
Order and manage office supplies to support daily operations.
All other duties as necessary.