Executive Administrative Assistant

Traditional Medicinals; Rohnert Park (CA); On-site; USD 85,700 - 112,455; Full time

Job summary

Traditional Medicinals in Rohnert Park, CA, seeks an Executive Administrative Assistant to partner with the CEO and eight-member ELT, delivering proactive calendar, meeting, and travel support with discretion.

The ideal candidate is proactive, detail-oriented, with 5-7 years in executive support, CAP preferred, a Bachelor's degree, and strong MS Office and virtual meeting skills. This onsite role requires excellent communication and relationship-building across a global stakeholder base.

Qualifications

• 5-7 years of progressive executive support experience, preferably supporting C-suite leaders
• CAP designation strongly preferred
• Bachelor's Degree desired

Responsibilities

• Manage and maintain calendars for the CEO and ELT with proactive scheduling
• Coordinate Board and ELT meetings, including logistics and materials
• Arrange domestic and international travel and expense reporting for ELT and Board
• Maintain confidentiality and discretion in handling sensitive information
• Support ad hoc special projects as assigned by the CEO or ELT
• Liaise with vendors and manage budgets related to executive operations

Skills

Executive support

Calendar management

Communication

Organization

Relationship building

Adaptability

Discretion

Education

CAP designation

Bachelor's degree

Tools

Microsoft Office

Teams

Excel

PowerPoint

Outlook

Video conferencing

Job description

SUMMARY

The Executive Administrative Assistant serves as a trusted operational partner to the CEO and eight-member Executive Leadership Team (ELT). This role goes beyond traditional administrative support - it requires sound judgment, discretion, and the ability to anticipate needs, manage competing priorities, and keep the organization moving. The ideal candidate is a proactive, detail-oriented professional who takes ownership of outcomes and builds strong relationships across the company.

ESSENTIAL FUNCTIONS

1. Executive and Calendar Support

• Manage and maintain calendars for the CEO and ELT, including proactive scheduling, prioritization, and conflict resolution
• Maintains the calendar for the company through the corporate calendar and timing associated with key company and stakeholder meetings.
• Anticipate executive needs by maintaining working knowledge of CEO priorities, active projects, key vendors, and associated budgets
• Coordinate vendor relationships, process invoices, and support setup and onboarding of new vendors as needed
• Leverage organizational systems, tools, and relationships to move work efficiently across the company

2. Meeting Coordination and Execution

• Plan and execute logistics for Board and ELT meetings, including room booking, catering, audiovisual setup, and video conference preparedness - both on and offsite
• Prepare and format Board meeting materials - presentations, PDFs, and supporting documents - consistent with brand guidelines
• Attend meetings as requested; capture notes, track action items, and follow up on decisions
• Coordinate guest and external participant meeting setups

3. Travel and Expense Management

• Arrange all ELT travel, including domestic and international bookings (flights, accommodations, ground transportation)
• Coordinate international travel arrangements for all employees except Regional Relationship Managers
• Book Board travel as requested
• Submit and reconcile expense reports for ELT and Board members
• Reinforce and guide compliance with company travel and expense policies

4. Confidentiality and Discretion

• Handle all sensitive and confidential information - executive discussions, personnel matters, business decisions - with the highest level of discretion
• Maintain trust as a consistent steward of confidential company information

5. Special Projects

• Support ad hoc initiatives and special projects as assigned by the CEO or ELT

REQUIREMENTS

Experience/Education

• 5-7 years of progressive experience in executive administrative support, preferably supporting C-suite leaders
• Certified Administrative Professional (CAP) designation strongly preferred
• Bachelor's Degree desired

Knowledge/Abilities/Skills

• Advanced proficiency in Microsoft Office Suite (Teams, Excel, PowerPoint, Outlook) and virtual meeting platforms
• Strong organizational skills with the ability to manage multiple priorities simultaneously without losing accuracy or follow-through
• Exceptional written and verbal communication skills
• Proactive, resourceful, and solutions-oriented - takes initiative without waiting to be asked
• Builds effective relationships across all levels of the organization
• Culturally sensitive and comfortable supporting a diverse, global stakeholder base
• High standards for quality and a genuine investment in delivering excellent work
• Comfortable with ambiguity and able to adapt quickly to shifting priorities

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 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 to stand; walk; reach with hands and arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Compensation range is $85,700 - $112,455

Compensation is determined based on non-discriminatory, business-related factors, including but not limited to, training, experience, education and/or professional certifications, geographic location, and market data.

Traditional Medicinals, Inc. and its subsidiaries are proud equal-opportunity employers. We wholeheartedly embrace authenticity, diversity, and people's differences. We acknowledge, celebrate, and support individuality to the great advantage of our consumers, our stakeholders, our products, and the planet. We are committed to building an inclusive workplace for all our people.

We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.