JOB DESCRIPTION

INTRODUCTION:

Etain LLC is a family-owned business dedicated to producing the highest quality medical marijuana products in New York State.  We are seeking an Executive/Personal Assistant to the CEO who will aid the CEO as she leads Etain LLC as the first multi-state medical marijuana company owned and operated by women on the East Coast.  This is an exciting time for Etain LLC and we are seeking a professional who can help accelerate our growth by allowing the CEO to focus on high level tasks.

OBJECTIVE:

The Executive Personal Assistant supports the CEO in their daily professional and personal life so that they may focus on high-level tasks. The duties for this role vary but typically include tasks like screening phone calls, responding to emails, running errands, scheduling business and personal appointments, assisting with correspondence with business and personal lawyers, accountants, and medical professionals, arranging travel, preparing documents and note taking.  Additionally, the Executive Personal Assistant will help the CEO to prepare spreadsheets and data reports necessary for high level decision making.

ESSENTIAL FUNCTIONS:

Executive Personal Assistant tasks are not limited to the following list.  This is an evolving industry, and the job may evolve as Etain LLC expands its footprint and presence in the US and EU.

•  Act as the first point of contact for CEO – answer calls, emails, in office inquiries
• Perform as a liaison between the CEO, business partners and personal professionals
• Record notes and messages and ensure a response is provided
• Schedule and arrange meetings and conference calls
• Manage travel arrangements and itineraries
• Manage personal and business calendars and appointment scheduling
• Read and write correspondence in mail or email form
• Provide administrative support including assisting CEO in preparing spreadsheets, tableau reports, and other forms of data analysis and reporting
• Conserve CEO's time by reading, researching, and routing correspondence; draft letters and documents, collect and analyze information, and initiate telecommunications.
• Prepare meeting rooms for appointments, coordinates schedules, and greet customers and clients prior to meetings
• Complete personal tasks such as: picking up dry cleaning, making restaurant reservations, getting coffee/meals, and schedule all personal appointments.  May include dog errands such as dog walking
• Complete additional duties such as: organize events and assisting with home duties.
• Ensure all company policies, procedures standards and service standards are fulfilled
• Partner with other departments and vendors to address issues or opportunities in a timely and productive manner
• Attend confidential meetings with CEO and maintain discretion with the private information discussed
• Attend conferences with the CEO or other Etain representatives and maintain contacts from these and other networking events

COMPETENCIES:

• Courteous and pleasant to all coworkers, supervisors, vendors, and associates
• Discretion with confidential information and trade secrets
• High level skills with Excel (additional skills in Microsoft Office & Adobe Suite preferred)
• Outstanding organizational skills
• Excellent communication skills
• Ability to manage multiple schedules and email accounts simultaneously
• Driver's license in good standing and a functioning vehicle

PREFERRED EDUCATION AND EXPERIENCE:

• Associates or Bachelor's Degree in Communications or Business
• Equivalent level of education, training, and experience
• 5-10 years of experience as a personal or executive assistant

WORK ENVIRONMENT:

This is an office position that requires a high level of mental acuity and organization.  Driving will regularly be required, even in winter conditions. 

TRAVEL:

Etain's primary offices are in Brewster NY, but this position will require travel to Katonah, Bedford, and to Etain's other locations such as New York City, Syracuse, Chestertown, etc.  International travel may also be required on occasion.  The Executive Personal Assistant will regularly attend conferences with the CEO and will be required to drive or fly as necessary.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.