****Department: Administration
Reports To: Chief Operating Officer
Location: Cathedral City, CA
Employment Status: Full-Time, Onsite
Position Summary
The Executive Assistant provides high-level administrative, organizational, and operational
support to the COO. This position serves as a central point of coordination between the
COO and company leaders, employees, vendors, community partners, and other internal
and external stakeholders.
The Executive Assistant is responsible for managing the COO’s schedule,
communications, meetings, priorities, and open action items. The position must be able to
organize complex information, anticipate needs, identify potential conflicts, and ensure
that decisions and assignments are followed through to completion.
This role requires exceptional discretion, judgment, organization, written communication,
reliability, and follow-through. The successful candidate must be comfortable operating in
a fast-paced, regulated cannabis production environment where priorities may change
quickly and confidential matters must be handled appropriately.
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 LiveHappy 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-
formatting skills, including screening LLM derived content.
• 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.
• Certified Administrative Professional, project-management certification, or
comparable professional training.
Core Competencies
• Executive judgment and discretion
• Ownership and accountability
• Planning and prioritization
• Attention to detail
• Professional written communication
• Relationship management
• 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
employment authority.
Work Environment
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.
LiveHappy 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.
LiveHappy is an equal opportunity employer. Employment decisions are made without
unlawful discrimination based on any status protected by applicable federal, state, or
local law. Reasonable accommodations will be considered for qualified applicants and
employees with disabilities. LiveHappy does not screen resumes with artificial intelligence
agents.