Executive Administrative Assistant

Traditional Medicinals • Full-time • Rohnert Park, California • 1w ago

SUMMARY
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.

ESSENTIAL FUNCTIONS
1. Administrative Support

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

2. Meeting Support

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

3. Travel Support

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

4, Confidentiality

Handle confidential and sensitive information with discretion and confidentiality
Maintain confidentiality of executive discussions, decisions, and sensitive company information

5. Ad hoc projects as assigned

REQUIREMENTS

Experience/Education:

Strong preference for a Certified Administrative Professional (CAP) certification
Minimum 5 years of experience in executive administrative capacities

Knowledge/Abilities/Skills:

Strong organizational abilities including planning, project development and task facilitation
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

Travel Requirements: N/A

Office Hours/Location:

This position is based in Rohnert Park, CA. Office hours are Monday through Friday, 8:30 – 5:00 pm. This is an onsite role offering the flexibility to occasionally work remotely. Expected in-offices days are Monday - Friday. Subject to change.
Remote candidates will not be considered for this role.

Physical/Mental Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Compensation range is $80,000 - $105,000
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.

Traditional Medicinals, Inc. and its subsidiaries are proud equal-opportunity employers. We wholeheartedly embrace authenticity, diversity, and people's differences. We acknowledge, celebrate, and support individuality to the great advantage of our consumers, our stakeholders, our products, and the planet. We are committed to building an inclusive workplace for all our people.

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.