Executive Assistant

Nelson & Travers Advisory Group; Cathedral City (CA); On-site; USD 70,000 - 75,000; Full time

Job summary

Nelson & Travers Advisory Group in Cathedral City, CA, is seeking an organized Executive Assistant to support the COO with calendar management, communications, and cross-functional coordination.

You will prepare briefings, track deadlines, coordinate travel, and maintain confidential information, while developing reports and dashboards for leadership.

Qualifications

• At least two years of progressively responsible administrative or executive-support experience.
• Experience directly supporting a senior executive, business owner, or C-suite leader is highly preferred.
• Demonstrated ability to manage complex calendars, meetings, deadlines, and priorities.
• Strong proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Ability to take accurate meeting notes and convert discussions into clear action items.

Responsibilities

• Manage and maintain the COO’s calendar, meetings, deadlines, travel, and priorities.
• Evaluate scheduling requests based on urgency and organizational impact.
• Prepare the COO for meetings with agendas, reports, and briefing materials.
• Draft, review, and format emails, letters, and reports.
• Screen and route communications when COO involvement is not required.
• Coordinate travel arrangements and related logistics.
• Maintain organized tracking of commitments and deadlines.

Skills

Executive support

Calendar management

Written communication

Discretion

Organization

Education

Bachelor's degree or equivalent

Tools

Outlook

Teams

Word

Excel

PowerPoint

SharePoint

AI tools

Job description

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 resolved independently, redirected to another department, or elevated to the COO.
• Maintain professional relationships across departments and support clear, timely communication between leadership and operational teams.
• Handle confidential and sensitive business, personnel, financial, legal, and operational information with strict discretion.
• Represent the COO and the organization professionally in written, verbal, and in-person communications.

Administrative Systems and Records

• Maintain accurate and organized electronic records, meeting files, reports, correspondence, and executive documents.
• Manage documents and collaborative work using Microsoft Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and related systems.
• Process expense reports, invoices, purchase requests, and other administrative documents as assigned.
• Ensure documents are complete, accurate, appropriately formatted, and retained in the correct location.
• Perform other duties and special projects as assigned.

Required Qualifications

• At least two years of progressively responsible administrative or executive-support experience.
• Experience directly supporting a senior executive, business owner, or C-suite leader is highly preferred.
• Demonstrated experience managing complex calendars, meetings, deadlines, and competing priorities.
• Strong proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Excellent written communication, proofreading, grammar, and document-
• Ability to take accurate meeting notes and convert discussions into clear action items, owners, and deadlines.
• Demonstrated ability to manage confidential and sensitive information.
• Strong organizational, analytical, research, and problem-solving skills.
• Strong understanding of LLM and Artificial Intelligence tools.
• Ability to work independently, exercise sound judgment, and complete assignments with limited supervision.
• Ability to communicate professionally with employees and stakeholders at all organizational levels.
• Ability to remain composed, organized, and responsive when priorities change.
• Ability to work onsite in Cathedral City and maintain schedule flexibility based on operational and executive needs.

Preferred Qualifications

• Experience supporting a Chief Operating Officer or senior operations executive.
• Experience in cannabis, manufacturing, cultivation, distribution, warehousing, agriculture, or another highly regulated industry.
• Experience coordinating cross-functional projects involving multiple departments and senior leaders.
• Experience preparing executive reports, operational dashboards, presentations, or leadership communications.
• Bilingual proficiency in English and Spanish.
• Associate or bachelor’s degree in business administration, communications, organizational management, or a related field.
• comparable professional training.

Core Competencies

• Executive judgment and discretion
• Ownership and accountability
• Planning and prioritization
• Attention to detail
• Professional written communication
• Project and deadline tracking
• Adaptability and composure
• Anticipation and proactive problem-solving
• Technology and systems proficiency

  Supervisory Responsibilities

  This position does not have direct supervisory responsibility unless specifically assigned.

  The Executive Assistant may coordinate assignments, request status updates, and track deliverables on behalf of the COO but does not independently exercise disciplinary or

  This position primarily works in an office located within a licensed cannabis cultivation and production facility. The employee may be exposed to cannabis-related odors, operational noise, changing temperatures, secured work areas, and active production environments.

  The employee must comply with all company security, confidentiality, safety, sanitation, access-control, and regulatory requirements. The position may require periodically walking through operational areas and wearing required personal protective equipment.

  Physical Requirements

  The employee must be able to:

  • Perform extended periods of computer and desk work.
  • Communicate effectively in person, by telephone, through video meetings, and in writing.
  • Move throughout offices, meeting spaces, and operational areas.
  • Occasionally lift or carry office materials weighing up to 15 pounds.
  • Perform the essential functions of the position with or without reasonable accommodation.

  Compensation and Benefits

  Hiring Pay Range: $70,304 to $75,000 per annum, dependent on experience.

  The company offers an employer-supplemented benefits package that includes medical, dental, vision, paid time off, paid holidays, 401k, health savings plans, and other benefits subject to eligibility requirements and the terms of the applicable benefit plans.

  Additional Information

  This job description describes the general nature and level of work expected of the position. It is not intended to contain a complete list of every responsibility, duty, qualification, or working condition associated with the position. Responsibilities may be added, removed, or modified based on business needs.

  • added, removed, or modified based on business needs.