Executive Assistant

Department: Administration

Reports To: Chief Operating Officer

Location: Cathedral City, CA

Employment Status: Full-Time, Onsite

Position Summary

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.

Essential Duties and Responsibilities

Executive Support

• 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.

Meetings and Follow-Through

• 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.

Operational and Project Coordination

• 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 matters.

• Coordinate executive events, leadership meetings, site visits, company functions,

and external stakeholder meetings.

• Help improve administrative systems, document-management practices, meeting

processes, and executive workflows.

Communications and Stakeholder Coordination

• Serve as a professional and responsive point of contact for individuals seeking

access to or information from the COO.

• Communicate with executives, managers, employees, vendors, consultants,

attorneys, government representatives, and community partners as directed.

• Exercise sound judgment regarding which matters can be r…