Executive Assistant

Location: Culver City, CA
Date Posted: 04-06-2018
Summary 
MedMen is looking for a motivated Executive Assistant (EA) experienced with C-suite/VP executives to join our team. You will provide dedicated administrative support to a C-suite/VP executive of a rapidly growing and fast-paced company. You will work on a one-to-one basis on a variety of tasks related to the executive’s daily schedule and allocation of time.
The ideal candidate will be experienced communicating with business leaders, and will be extremely detail oriented, reliable, and dependable. We are looking for someone who has a natural ability to multi-task, build presentations and handle complex calendaring schedules, that change on a day by day basis. This is a challenging and high-growth role where you will be working with high-level executives across multiple functions.
The EA will be responsible for setting and maintaining appointments, including calls and meetings, booking and tracking travel, receiving incoming calls and taking messages as well as additional administrative duties.
 


Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Provide detail-oriented support to (C-Level or VP) executives with a high level of discretion
  • Proactively manage and optimize complex calendars (calls, meetings, video conferences, interviews)
  • Own all other day-to-day administrative functions for assigned executives (e.g., processing expense reports, reviewing and approving team expense reports, conference registration, compose and prepare correspondence (sometimes of confidential nature), travel and itinerary planning, mailing, shipping, faxing, scanning, filing, running errands, maintaining contacts, coordinating with vendors, greeting visitors, etc.)
  • Fulfill incoming requests, resolving scheduling conflicts and prioritizing competing needs with little to no supervision
  • Completing and submitting expense reports on behalf of executives
  • Professionally representing executives in communications with the internal staff, external vendors, and all others
  • Work closely and effectively with VPs to keep them well informed of upcoming commitments and responsibilities, and following up appropriately
  • Prioritize conflicting needs and handle matters quickly and proactively
  • Consistently meet deadlines with minimal supervision
  • Assist with event planning and special projects as needed


Requirements 
  • BA Degree
  • 3+ years of experience as an Executive Assistant supporting VP / SVP / C-Level Executives in a fast-paced and growing company
  • High integrity, service orientation and discretion
  • Proven track record with handling confidential/sensitive information with discretion
  • Long-term career interest as an Executive Assistant with demonstrated longevity in previous roles
  • Proactive and creative problem solver with demonstrated ability to resolve issues in a timely manner
  • Excellent written, verbal, and nonverbal communication skills
  • Proactive self-starter who can anticipate needs, is dependable, reliable, and preserves confidentiality with the utmost integrity
  • Word, Excel, PowerPoint and Keynote experience


Competencies
  1. Flexible and adaptable
  2. Clear communication
  3. Team player
  4. Customer service focused
  5. Office 365 expert
  6. Proactive self-starter
  7. Looks for ways to improve inefficiencies
  8. Problem solver
  9. Thrives in a fast-paced environment


Supervisory Responsibility
This position has no supervisory responsibilities.


Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.


Physical Demands
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. 


Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to 6 p.m. Overtime and weekend work will be required.


Travel
No travel is expected for this position. 
 

Required Education and Experience
  1. Proven experience as an executive administrative assistant, senior executive assistant or in other administrative position
  2. Full comprehension of office management systems and procedures
  3. Excellent knowledge of MS Office
  4. Proficiency in English
  5. Exemplary planning and time management skills
  6. Ability to multitask and prioritize daily workload
  7. High level verbal and written communications skills
  8. Discretion and confidentiality
  9. Four-year college degree
  10. Proven track record in a fast-paced environment
  11. 5-7 years of related experience


Preferred Education and Experience
  1. 7-10 years of related experience
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