Administrative Assistant Iii

We are seeking a highly organized and detail oriented Executive Administrative Assistant to support our CEO. As the Executive Administrative Assistant, you will provide comprehensive support to the CEO and contribute to the smooth operation of the business as well as home office. The CEO is a highly energetic entrepreneur with several small businesses that is also very involved in giving back to the community, coaching upcoming entrepreneurs and supporting other small business owners.

The highly motivated Executive Assistant will coordinate the CEO's calendar, engage in special projects, manage the home & field office operations, coordinate travel and elevate the administrative experience for clients and the CEO. The CEO is a trailblazer in the industry paving the way for woment of color to thrive in business. Must be comfortable working with cannabis clients, although consumption is not allowed. We offer professional services tgo them. No product.

This dynamic position requires the ability to anticipate needs, think critically, be a process ninja, and engage with team members to create efficiencies at all levels within the organization and with external clients as needed. Excellent communication and customer service skills are required to effectively navigate, coordinate, and resolve project challenges & adapt to company needs.

- This is a full time position based primarily in the home office in Tracy, CA

- Company core hours are from 9 - 6:00pm. Occasionally on weekends if needed (but rare)

- Local travel to support the CEO may be required to the Bay Area or Modesto for vendor payments or similar tasks.

General Duties:

• Provide sophisticated calendar, meeting, appointments and schedule management for CEO including some personal scheduling, travel, lunches etc. as needed
• Exercise a high level of confidentiality
• Prepare Word and Excel reports and Presentations and distribute correspondence, memos, reports, and presentations
• Record meeting minutes for all meetings and document follow up action items
• Manage all aspects of organization's office services, including the replenishment of supplies
• ​Check the PO Box and process /distribute daily mail or scan and email to the appropriate person.
• Conduct research and compile data for various projects and reports
• Assist with project coordination and follow up on action items
• Handle incoming calls and emails, providing excellent phone etiquette and customer service
• Maintain confidential files and records. Banking errands, vendor payments & contract signing.
• Perform general clerical duties such as photocopying, filing, and data entry
• Assist with financial tasks using QuickBooks, such as processing invoices and expense rep
• Monitor licenses, LLC’s and help keep registrations and fees up to date
• Run errands locally including some shopping (CEO has some physical limitations)
• Keeping track of inventory and ordering supplies.
• Staff meeting coordination, shopping for incentives/rewards, printing certificates.
• Troubleshoot and help open tickets for any system issues.
• Coordinate travel arrangements for executive

Admin Duties Marketing

• Social Media content creation (gathering) and updating the calendar (help snap pictures, record videos or podcasts & set deadlines for editing and post. Coordinate with video edit team to approve & post images or clips
• Blog content creation -search topics the CEO expresses interest in, assign to marketing team to post
• Linked IN engage with other members, find leads, make connections. Post regularly and respond to messages
• Find local events to attend, speaking engagements, B2B events, look for Podcast opportunities to be invited to.
• All other projects/duties as assigned

Personal Tasks or Errands

• Support overall operations of the home by running errands, shopping, coordinating appointments, paying bills and organizing the home office.
• Coordinating appointments, housekeeper schedule, bills, keeping licensing and registrations up to date.
• Assist with packing, labeling moving homes, offices, setup of utilities, etc.

Qualifications

• Proven experience as an executive Administrative Assistant or similar role
• Strong computer literacy, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite (Docs, Sheets, Slides)
• Excellent organizational skills with the ability to prioritize tasks and meet deadlines
• Exceptional attention to detail and accuracy
• Excellent written and verbal communication skills
• Professional phone etiquette and customer service skills
• Ability to handle confidential information with discretion
• Experience with QuickBooks is a plus
• Previous experience in front desk reception or customer service is preferred
• Thrive in an intense, doityourself, scaling environment
• Must be detail and result oriented with an ability to work in a cross functional, fast paced, and constantly evolving hybrid environment with diverse teams
• Ability to evaluate, prioritize, and multitask accordingly, while keeping others apprised of status with respect to firm due dates
• Must be able to lift 50 lbs or stand or sit for extended periods

We offer competitive compensation based on experience.

If you are a highly motivated individual with EXCELLENT multi-tasking- genius like skills and a passion for learning new things from a successful CEO, we would love to hear from you. Please submit your resume along with a cover letter detailing your relevant experience.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• On call
• Weekends as needed

Experience:

• Microsoft Excel: 1 year (Required)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Tracy, CA 95376 (Required)

Work Location: Hybrid remote in Tracy, CA 95376