The Executive Administrative Assistant is responsible for providing administrative support to the executive team at Maggie’s Farm through prioritization of correspondence and clerical tasks. This role acts as a liaison between the executive team and all departments and contributes to improving company-wide organization and planning.
ESSENTIAL DUTIES & RESPONSIBILITIES
Schedules and organizes complex activities such as meetings, travel, conferences, and department activities for executive team.
Prepare meeting agendas, financial statements, reports, memos, letters, expense reports, and other documents as directed
Design and maintain organizational processes such as filing systems, calendars, notification systems
Filing and retrieving records, documents, and reports
Perform research and collect data to support executive team projects
Accurately record meeting minutes, outline and communicate post-meeting deliverables
Maintains and updates executive team calendar and proactively keeps executive aware of changes and timelines
Maintains discretion and confidentiality in relationships with all internal and external stakeholders.
Adheres to compliance with applicable Company and MED rules and regulations.
Sorts and distributes mail, drafts written responses or replies by phone or e-mail when necessary, and responds to regularly occurring requests for information.
Answers phones and takes messages or fields/answers all routine and non-routine questions of employees and/or visitors.
Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, and senior vice presidents.
Handles confidential and non-routine information and explains policies when necessary
Works independently and within a team on special nonrecurring and ongoing projects
Performs other duties as assigned.
REQUIRED QUALIFICATIONS (Education, Experience, Knowledge, & Skills)
Bachelor’s Degree in Business, or related field of study
Five (5) years of administrative or project management experience; or equivalent combination of education and experience
Able to obtain and maintain a badge from the Marijuana Enforcement Division (MED)
Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint, Microsoft Teams, SharePoint, OneDrive, Adobe Acrobat, and cloud-based file storage
Ability to manage complex office administrative work that requires use of independent judgement and initiative
Excellent organizational skills with an ability to think proactively and prioritize work
Experience exercising discretion and confidentiality with sensitive company information
Strong interpersonal skills and the ability to build relationships with stakeholders, including staff and external partners
WORK ENVIRONMENT & PHYSICAL DEMANDS
The Executive Assistant’s work is generally performed within an office environment, with standard office equipment available.
Some travel may be required
This position typically works standard office hours but requires availability during weekends, as needed, and outside standard office hours, as needed
All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor. Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.
Paid time off
Administrative or Project Management: 5 years (Required)
Colorado MED Occupational Badge (Required)