Executive Assistant to CEO

About the Company Fast-growing wholesale cannabis business based in California. The CEO is currently the primary salesperson and point of contact for many high-priority initiatives, and the company is preparing to expand its sales team and operations over the next several months. To support this growth, we are hiring a high-caliber Executive Assistant who can act as a true strategic partner to the CEO — bringing structure, organization, and follow-through across both business and personal priorities.
Position Overview The Executive Assistant will work full-time (40 hours/week), remotely, and must be available to work 9:00 AM – 5:00 PM Pacific Time. You'll be the CEO's right hand — managing his calendar, inbox, projects, travel, and personal logistics so he can stay focused on revenue-generating and strategic work. This role is ideal for an experienced, energetic, and assertive EA who is comfortable in a fast-paced startup environment, enjoys "creating order from chaos," and can keep a highly dynamic, high-energy CEO on track. The client is looking for long-term partnership, with significant room to grow responsibilities as trust is built.
Key Responsibilities 1. Executive Support & Time Management ● Own the CEO's calendar: schedule, reschedule, and protect time based on priorities. ● Anticipate scheduling conflicts and proactively propose solutions. ● Monitor and triage incoming requests for the CEO's time, ensuring he is focused on the highest-impact work.
2. Inbox & Communication Management ● Triage email inboxes, draft and send responses, and keep the CEO's inbox organized and actionable. ● Flag urgent issues, summarize key threads, and ensure important messages are responded to on time. ● Communicate with internal team members on behalf of the CEO and relay updates clearly and succinctly.
3. Meeting Preparation & Follow-Through ● Schedule and coordinate internal and external meetings. ● Prepare agendas, talking points, and any supporting documents. ● Take and organize notes when needed, summarize key decisions, and track follow-up tasks and deadlines.
4. Project & Operations Support ● Help the CEO break larger initiatives into clear tasks and timelines. ● Track progress on projects, follow up with stakeholders, and ensure deadlines are met. ● Support coordination for upcoming sales hires and other expansion projects. ● Create structure, organization, and repeatable processes around the CEO's workflows and priorities.
5. Tools, Systems & Task Management ● Maintain and improve task/project management systems (e.g., Notion, Odoo or other ERP/CRM, or similar tools). ● Help organize and maintain digital files and documentation within Google Workspace and the ERP.
6. Travel & Logistics ● Book and manage travel (flights, accommodation, transportation, conference logistics, etc.). ● Build clear itineraries and ensure the CEO has all necessary documents and details in advance.
7. Personal & Life Management Support ● Assist with personal scheduling and logistics that impact the CEO's ability to perform (health-related appointments, routines, etc.). ● Help maintain routines and habits that support the CEO's health and well-being. ● Coordinate occasional personal tasks/errands that keep the CEO's overall life organized and running smoothly.
Ideal Candidate Profile Experience & Background ● 3–5+ years of Executive Assistant experience, with direct support to a CEO or C-level executive required. ● Comfortable with dynamic, and busy executive. ●Tech-savvy, ideally with experience in Google Workspace, ERPs (Odoo/HubSpot or similar), and/or Notion/project management tools, Calendar management tools
Skills & Attributes ● Highly organized, assertive, and proactive — you stay several steps ahead and don't wait for instructions. ● Comfortable working with a high-energy, dynamic personality and keeping things structured around them. ● Strong written and verbal communication skills; able to communicate clearly, concisely, and professionally. ● Confident decision-maker who can handle issues independently while using good judgment and discretion. ● Excellent at prioritization and managing multiple projects, tasks, and deadlines at once. ● Calm, flexible, and solutions-oriented under pressure. ● Comfortable handling sensitive and confidential information with discretion.
Tools & Tech ● Strong proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Drive) and Zoom. ● Experience with ERP/CRM or task management tools such as Odoo (or similar ERP), HubSpot, Notion, Asana, ClickUp, or comparable platforms is a plus. ● Comfortable learning new SaaS tools quickly; tech-savvy and resourceful.
Availability & Logistics ●Able to work full-time, 40 hours per week, aligned to Pacific Time (9:00 AM – 5:00 PM PT). ● Reliable internet connection, computer, and quiet workspace suitable for calls with US-based stakeholders.
What Success Looks Like ●The CEO feels organized, prepared, and less overwhelmed ●You anticipate issues and resolve them before being asked ●Calendar, inbox, and priorities operate smoothly ●The CEO gains 5–10 hours back each week ●Communication between the CEO and the team becomes more seamless ●Projects move without waiting for the CEO to follow up
Application Process To be considered for this role, please submit the following (via Assist World): 1. Updated Resume (in English) highlighting your Executive Assistant experience. 2. A 2–4 minute Loom or video introduction, where you: ○ Briefly introduce yourself and your background. ○ Describe your most relevant Executive Assistant experience, especially supporting CEOs or founders. ○ Share how you believe you can best support, the CEO, in a high-growth, fast-moving environment. $800 - $1,100 a month Why Join Assist World?
100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

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