Overview
Executive Administrative Assistant Jobs in Rohnert Park, CA at Traditional Medicinals
Title: Executive Administrative Assistant
Company: Traditional Medicinals
Location: Rohnert Park, CA
SummaryThe 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 Functions2. Meeting Support3. Travel Support4, Confidentiality5. Ad hoc projects as assigned
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
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
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
Handle confidential and sensitive information with discretion and confidentiality
Maintain confidentiality of executive discussions, decisions, and sensitive company information
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 …
