Administrative Associate

Job Title: Administrative Associate

FLSA Status: Exempt / Salary

Reports to: Chief of Staff

Native Sun Cannabis is a vertically integrated Massachusetts cannabis company based in Waltham, MA. Our mission is to curate an experience that allows all people access to the best that cannabis has to offer; with everything we do, we always strive for the next level.

Overview of Position

The Administrative Associate position at Native Sun Cannabis is responsible for supporting the administrative processes and procedures related to the company's business. The Administrative Associate handles daily administrative activities for a busy and active cannabis business. Ongoing organization expectations for this role include organizing correspondences, files and providing support for the company. The ideal Administrative Associate has a strong sense of organization, a keen grasp on the principles of Business Administration and a positive and respectful demeanor.

Core Competencies

To succeed, the Administrative Associate must be: Passionate, Informed, Approachable, Organized, Energetic and Trustworthy. The Administrative Associate must consistently and uncompromisingly embody and demonstrate the following:

• Knowledge of administrative tasks and responsibilities
• Excellent verbal and written communication skills
• Advanced computer skills, including data entry, data processing, communication tools and payroll and human resources software
• Problem-solving skills and resourceful thinking
• Strong empathy and interpersonal skills
• Detail-oriented with excellent organizational skills
• Attention to detail and analytically driven

Duties and Responsibilities:(These duties are normal for this position. They are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.)

Administration

• Meet, Greet and Direct office visitors.
• Handle inquiries and refer more complex inquiries to appropriate offices.
• Perform clerical and administrative tasks, receptionist responsibilities.
• Provide administrative support to the corporation’s key staff/ leadership team.
• Responsible for daily mail processing and distribution.
• Manage inventory, order and upkeep office and kitchen supplies.
• Assist with general office and meeting-room organization and upkeep.
• Assist with coordination of all team meetings and events – provide logistics support from pre-planning to execution, such as handling room reservations and setup, ordering catering/supplies for events.
• Arrange travel and hotel reservations.
• Assist calendar and schedule coordination for executives - Coordinate and book meetings and appointments, provide strong calendar management by prioritizing inquiries and requests and troubleshooting conflicts when planning and scheduling meetings for senior leaders.
• Assist in planning and help organize company, department-sponsored events, and various events throughout the year (special/retail events, office events, holiday parties, etc.)
• Take on a variety of miscellaneous administrative projects across the organization (for example, data entry, assist with onboarding new employees, assist with Accounts Receivables/Payables, supporting the leadership team, assist with coordinating and distributing marketing materials, organizing Google Drive, etc.)
• Support the administration of our Asana project management tool, including adding new projects, tasks, and team members as necessary. Develop and implement processes and procedures to ensure that all team members are using Asana effectively and efficiently.
• Research, prioritize, and follow up on issues and concerns directed by executives, including those of a sensitive or confidential nature. This may also include industry research, spreadsheet management and organization, vendor relations, outreach, and negotiations. Assist with business documentation preparations. Attend meetings and assist in taking detailed meeting minutes. Assist in the appropriate course of action or response.
• Work on multiple projects in a fast-paced environment dealing with confidential/sensitive information.
• Other administrative and operational support duties, as assigned/needed.

Company Culture

Be a Native Sun brand ambassador and train team members to represent the brand vision, mission, values, and culture appropriately.

• Vision
• Our vision is a world where the use and appreciation of cannabis is destigmatized, people are able to access high quality cannabis at an affordable price and have the education and support to find the cannabis that’s best for them.
• We envision Native Sun to be a company on the forefront of cannabis experience, elevating the perspective on what cannabis can be and how it can benefit people, while building a sustainable and fair company structure that benefits everyone.
• Mission
• Our mission is to curate experiences that allow all people access to the best that cannabis has to offer

Follow and implement Native Sun core values:

• Accountability - We hold ourselves accountable for our contributions to our team’s success and to meeting the needs of our guests who trust us to provide for them
• Positivity - We embrace the positive nature of cannabis and approach all situations with a positive and proactive mindset. We always assume positive intent from everyone.
• Integrity - We respect the responsibility we have as stewards of the cannabis plant and act according to our shared values.
• Gratitude - We are grateful for the opportunities we have to follow our passions and make a positive impact on the world through cannabis.
• Teamwork - We understand that only through the strength of our collective teams can we achieve our shared mission.
• Hospitality - We make people feel like they belong.

Job Requirements and Preferences

• High school degree or equivalent.
• Must be 21 years of age or older.
• Must have the ability to pass a comprehensive background check.
• Office administrative experience (required).
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent verbal and written communication skills. Communicates professionally and effectively with staff and customers.
• Strong organizational skills with the ability to multi-task.
• Comfortable in a fast-paced office and pivoting to new tasks as necessary.
• Ability to maintain complete confidentiality on all business matters.
• Flexible, collaborative, and willing to engage with multiple teams in a dynamic environment.
• Fosters an environment of trust and teamwork builds collaborative relationships, internally and externally.
• Assesses the urgency and importance of situations and takes the appropriate action.
• Proficient with technology inclusive of Google Workspace, Microsoft Office, ZOOM, and ASANA or a similar project management tool.

EEO Statement

Native Sun is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment,  discrimination, or retaliation because of sex, sexual orientation (including transgender status, gender  identity or expression), pregnancy (including childbirth, lactation, and related medical conditions), race,  religion, color, national origin, ancestry, physical or mental disability, genetic information, marital status, age  (40 and older), AIDS/HIV status, arrest and conviction information, status as a registered qualifying medical  marijuana patient or registered primary caregiver, admission to a mental facility, military service, veteran  status, or any other status protected by federal, state, or local laws. Native Sun is dedicated to the fulfillment of this policy regarding all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.

Acknowledgement

NOTE: The above statements are intended to describe the general nature of work performed by the Administrative Associate. These statements are not to be construed as an exhaustive list of all responsibilities, tasks and skills required of an employee in this position. Native Sun reserves the right to require that other tasks be performed when warranted (for example, by emergencies, changes in personnel or workload, corporate reorganization, or technical development).

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• Employee assistance program
• Flexible spending account
• Health insurance
• Paid time off
• Referral program

Schedule:

• 8 hour shift
• Monday to Friday

People with a criminal record are encouraged to apply

Application Question(s):

• Do you live in Massachusetts?

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 1 year (Required)
• Asana: 1 year (Preferred)
• Administrative experience: 1 year (Required)
• Greeting Guests: 1 year (Preferred)
• ordering supplies: 1 year (Preferred)
• managing calendars: 1 year (Preferred)
• Google Suite: 1 year (Preferred)
• Administrative Assistant: 1 year (Preferred)

Ability to Relocate:

• Waltham, MA 02453: Relocate before starting work (Required)

Work Location: In person