Executive Assistant

Mezzetta•American Canyon, CA

22d•Hybrid

About The Position

Mezzetta is searching for an experienced, energetic Executive Assistant to assume high-level ownership of office responsibilities, while also providing administrative support to members of the company’s Leadership Team (LT). This role will work directly with VP/C-level executives and Advisory Board members and serve as a key partner in maintaining an organized, engaging, and highly professional corporate environment. The Executive Assistant will leverage their creativity, organization, and passion for people to help create a vibrant team and office experience in our Larkspur and American Canyon offices — planning team events, helping to host visitors, coordinating with teams across offices, and helping to build programs and experiences that make work rewarding and enjoyable. This role will also oversee day-to-day office needs, including office supply management, coordination with building and maintenance teams, and oversight of shared office spaces and programs. This role is designed to manage office responsibilities and support leadership effectiveness, including support for members of the leadership team. This position splits time between our Larkspur and American Canyon offices (3 total locations). Flexibility and adaptability are required.

Requirements

Highly self-motivated, professional, resourceful, and capable of prioritizing responsibilities in a fast-paced corporate environment.
Ability to exercise sound judgment, maintain confidentiality, and effectively balance multiple priorities is essential.
Exceptional organizational skills with the ability to prioritize multiple responsibilities while maintaining strong attention to detail
Strong interpersonal and relationship-building skills with the ability to interact professionally with executives, employees, board members, vendors, and external partners
Excellent written and verbal communication skills
Demonstrated ability to exercise discretion and maintain confidentiality with sensitive information
Strong judgment, problem-solving capability, and proactive decision-making skills
Highly resourceful, adaptable, and capable of working both independently and collaboratively
Ability to remain calm and effective in a fast-paced, high-demand environment
Strong customer service mindset and responsiveness
Forward-thinking and solutions-oriented approach with the ability to anticipate needs and improve processes
Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint)
Experience with expense management, travel coordination, and office/vendor management preferred
AI proficiency (Claude, ChatGPT, etc.)

Nice To Haves

Bachelor’s degree preferred or equivalent professional experience
5–10 years of experience supporting executives, leadership teams, or corporate office operations
Experience supporting C-level executives or senior leadership teams preferred
Prior experience managing office operations, events, or employee engagement initiatives strongly preferred
Demonstrated success operating in a fast-paced, highly collaborative environment

Responsibilities

Manage day-to-day office responsibilties across Larkspur and American Canyon office locations (three), including ordering and stocking supplies, managing various office programs, and creating a workspace that fosters fun and creativity
Manage the Mezzetta corporate calendar and partner on scheduling critical meetings requiring coordination of broader LT
Coordinate logistics and itineraries for major headquarters meetings and leadership events (e.g., Sales AOP Planning, Operations Town Hall, Board meetings)
Maintain a professional, welcoming, and engaging office environment that supports employee experience and company culture
Coordinate closely with building management, facilities, and maintenance teams to ensure office functionality and upkeep
Help maintain organization and communication across teams to support efficient execution of leadership priorities
Provide supplemental support and coverage for the CEO’s Executive Assistant during PTO or other planned absences
Provide high-impact administrative support to LT members, focused on more complex travel coordination, scheduling, logistics, expenses etc.
Support limited set of cross-functional or leadership initiatives through coordination, follow-up, scheduling, and administrative project support
Lead planning and coordination of team events, leadership off-sites, training events, and company gatherings
Prepare offices and meeting spaces for board meetings, leadership meetings, and external visitors
Assist in hosting vendors, suppliers, guests, and external partners
Partner cross-functionally to support leadership priorities, employee engagement initiatives, and organizational programs
Serve as a culture advocate by supporting and reinforcing company values through internal engagement and communications
Track budgets, invoices, and expenses related to office operations, events, and executive support activities
Support vendor setup, purchase requests, and PO receiving within IFS as it relates to office operations, events, and Advisory Board activities
Assist with corporate document management and organization, including SharePoint and shared folder maintenance