Executive Assistant to CEO

Renew Cannabis Co.; Tampa (FL); Hybrid; USD 100,000 - 120,000; Full time

Benefits offered by this job

Health insurance

HSA/FSA benefits

401k with employer match

Job summary

Prolific Supply LLC seeks an Executive Assistant to the CEO to coordinate a fast-paced operating environment across Hawthorne Gardening, Bridgewell, and future platforms. You will manage the CEO’s calendar, prepare meetings, and support cross-company initiatives while maintaining strict confidentiality.

You will work with 8–10 senior leaders, translate meetings into actionable steps, and help drive operating discipline and enterprise value creation in a dynamic, technology-driven setting.

Qualifications

• Experience supporting a CEO, President, or senior executive.
• Experience in multi-company or private-equity backed environments.
• Experience in distribution, manufacturing, or supply-chain settings advantageous.
• Demonstrated ability to manage high-volume calendars and executive communications.
• Strong judgment, discretion, and confidentiality.

Responsibilities

• Manage a high-volume executive calendar across several operating companies.
• Coordinate meetings among executives, departments, and external parties.
• Capture decisions, action items, owners, and deadlines; ensure follow-up.
• Support M&A integration activities and cross-functional initiatives.
• Assist with executive communications and information flow with strict confidentiality.
• Maintain operating cadence and push for timely information from leaders.

Skills

CEO support experience

Multi-company coordination

Acquisition integration

Execution speed

Strong organizational skills

Tools

Microsoft 365

Microsoft Teams

Outlook

AI productivity tools (ChatGPT)

Slack

ClickUp

Job description

Who we are:

Prolific Supply LLC is a scaled manufacturer and distributor of consumable growing materials, and a food and ingredients supply-chain platform. Prolific Supply became the parent company formed through the acquisitions of Hawthorne Garden Company (HGC) and Bridgewell Agribusiness (BWAB). We take pride in being one of the most diverse and inclusive workplaces in cannabis, fostering a culture where everyone belongs. Through employee engagement, community events, and non-profit partnerships, we’re building more than a business—we’re building a community. As we rapidly expand nationwide, we’re looking for talented, driven, and passionate people to join us. If you’re ready to turn your passion into a career, let’s grow the future together.

What the role is about:

Prolific Brands is seeking a highly organized, technology-forward Executive Assistant to the CEO to serve as a critical coordination point across our portfolio of operating companies, including Hawthorne Gardening, Bridgewell, and future acquisition platforms. Reporting directly to the CEO, this individual will operate as a right hand to the CEO, helping coordinate a fast-paced operating environment involving multiple businesses, functional leaders, integration initiatives, and M&A activity. The Executive Assistant will work closely with approximately 8–10 senior directors and functional leaders across the Prolific Brands portfolio and will regularly participate in executive and departmental meetings. The primary objective of the role is to create greater efficiency and operating discipline around the CEO—allowing the CEO to remain focused on strategy, governance, growth, EBITDA improvement, and enterprise value creation.

Executive & Calendar Management

• Manage and prioritize a high-volume executive calendar, including approximately 6–10 Microsoft Teams meetings on active days
• Coordinate meetings across multiple operating companies, departments, executives, and outside parties
• Anticipate scheduling conflicts, required preparation, follow-up needs, and CEO priorities
• Ensure the CEO is properly prepared for meetings with relevant information, agendas, materials, and outstanding action items

Cross-Company Coordination

• Serve as a central coordination point between Hawthorne Gardening, Bridgewell, future acquisitions, and Prolific Brands leadership
• Facilitate communication between the CEO and functional directors
• Coordinate information requests, management deliverables, deadlines, and follow-up
• Help establish and maintain a consistent operating cadence across the organization

Meeting & Action-Item Management

• Participate in selected Microsoft Teams meetings with the CEO
• Capture key decisions, commitments, action items, owners, and deadlines
• Maintain follow-up schedules and proactively communicate with responsible team members
• Track completion of management initiatives and elevate overdue or unresolved items
• Help translate executive meetings into clear next steps and accountability

M&A & Integration Coordination

• Support the CEO and leadership team during acquisition and integration activities
• Coordinate meetings, information flow, synergy initiatives, integration workstreams, and management follow-up
• Maintain organized tracking of integration priorities, responsible executives, milestones, and outstanding deliverables
• Assist in keeping multiple integration initiatives moving simultaneously

Executive Communications

• Assist the CEO in managing a high volume of email and internal communication
• Review email threads and help identify matters requiring CEO attention
• Prepare routine or preliminary responses based on CEO direction
• Help organize communications so that strategic and time-sensitive matters receive appropriate priority
• Maintain strict confidentiality regarding corporate, personnel, financial, and M&A matters

Operating Discipline

• Support the CEO's management workbooks, action trackers, executive summaries, and operating-review process
• Follow up with department leaders regarding requested information and deliverables
• Help ensure that management information is received accurately and on schedule
• Note: the position is not responsible for performing financial or operational analysis; its responsibility is ensuring that the appropriate people provide the required information and complete agreed actions

What you've accomplished:

• Prior experience supporting a CEO, President, senior operating executive, or comparable leadership position
• Experience working within a multi-company, multi-location, or private-equity-backed organization is highly desirable
• Distribution, manufacturing, supply-chain, or related operating-company experience is preferred but not required
• Experience supporting acquisition integration or organizational transformation is beneficialDemonstrated ability to operate effectively in a high-volume environment with competing priorities
• Strong bias toward action, with follow-up, responsiveness, and execution speed as fundamental expectations
• Exceptional organizational skills, able to manage numerous meetings, executives, workstreams, deadlines, and communications without losing visibility or accountability
• Clear, professional communication with executives and employees at all organizational levels
• Comfortable following up with senior leaders, requesting outstanding information, tracking commitments, and ensuring that agreed actions are completed
• Sound judgment and discretion regarding executive, financial, personnel, strategic, and M&A information
• Comfortable working in a data-driven organization where decisions and accountability are increasingly supported by measurable information and KPIs
• Highly comfortable operating in a modern, technology-driven executive environment, with strong working knowledge of Microsoft 365, Microsoft Teams, Outlook and calendar management, cloud-based document and information management, ChatGPT and other AI productivity tools, Slack, and task/project-management applications such as ClickUp

What we offer:

• Compensation: $100,000-120,000 annually depending on experience
• Medical, dental, vision, and life insurance on the first of the month after you begin employment
• Competitive additional benefits including HSA, FSA, Dependable Care, EAP services, etc.
• 15Days of accrued PTO in addition to 2 Wellness Days & Volunteer Hours that will increase with tenure
• 401k program with an employer match after six months of employment

EEO Statement

Prolific isan equal opportunity employer, and all qualified applicants will receive consideration for employmentwithout regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.