Executive Assistant

**** Department:
Administration

Reports To:

Chief Operating Officer

Location:

Cathedral City, CA

Employment Status:
Full-Time, Onsite

The Executive Assistant provides high-level administrative, organizational, and operational support to the COO. This position serves as a central point of coordination between the COO and company leaders, employees, vendors, community partners, and other internal and external stakeholders.

The Executive Assistant is responsible for managing the COO’s schedule, communications, meetings, priorities, and open action items. The position must be able to

organize complex information, anticipate needs, identify potential conflicts, and ensure that decisions and assignments are followed through to completion.

This role requires exceptional discretion, judgment, organization, written communication, reliability, and follow-through. The successful candidate must be comfortable operating in

a fast-paced, regulated cannabis production environment where priorities may change quickly and confidential matters must be handled appropriately.

• Manage and maintain the COO’s calendar, including meetings, appointments, deadlines, travel, and competing priorities.
• Evaluate and prioritize scheduling requests based on urgency, organizational impact, and the COO’s stated priorities.
• Prepare the COO for meetings by organizing agendas, background information, reports, presentations, correspondence, and other briefing materials.
• Develop daily and weekly summaries of upcoming priorities, deadlines, decisions needed, and unresolved action items.
• Draft, review, edit, and format emails, letters, reports, presentations, meeting materials, and other executive communications.
• Screen and organize incoming communications and route matters to the appropriate department or leader when direct COO involvement is not required.
• Anticipate administrative and operational needs and address issues before they interfere with the COO’s schedule or responsibilities.
• Coordinate travel arrangements, itineraries, reservations, expense documentation, and related logistics as needed.

• Schedule and coordinate leadership meetings, operational reviews, project meetings, community meetings, and other executive-level engagements.
• Develop and distribute meeting agendas, supporting materials, and pre-meeting assignments.
• Attend designated meetings, document key discussions, and produce clear records of decisions, responsibilities, and deadlines.
• Maintain an organized system for tracking commitments, project milestones, delegated assignments, and outstanding requests.
• Follow up with department leaders and project owners to obtain updates and ensure assigned work is completed.
• Identify delayed, incomplete, or conflicting assignments and elevate material concerns to the COO.
• Maintain recurring meeting schedules and ensure required reports and materials are submitted in advance.

• Support the COO in coordinating priorities across Operations, Human Resources, Finance, Compliance, Facilities, Sales, Administration, and other business functions.
• Assist with company initiatives, operational projects, facility expansion activities, organizational changes, and other special assignments.
• Collect, consolidate, and organize information from multiple departments for executive review.
• Assist with the preparation of operational reports, performance summaries, project updates, presentations, and leadership communications.
• Maintain project trackers, executive dashboards, organizational records, and other tools used to monitor company initiatives.
• Conduct research and prepare summaries or recommendations on assigned business…