CannaCraft Distribution is now hiring!
We currently have an opening for an Executive Administrator to support the office of a busy finance executive. The ideal candidate will have a minimum of 8 years of administrative support or related experience, with a heavy preference toward executive support. Candidate must be highly organized, with an eagle eye for detail. Must be comfortable is the Microsoft Office Suite, Google Apps, and Adobe Suite. Candidate must be comfortable working in a cannabis production facility.
About CannaCraft Distribution
Headquartered in Sonoma County, California, CannaCraft offers marketing, financial, packaging, and regulatory compliance consulting services to licensed collectives and companies.
One of CannaCraft's customers is CBD Guild, whose mission is to make safe and effective cannabis-based medicines available throughout California. CannaCraft's client catalogs include a variety of products and formulations, including smokeless vape cartridges, extracts, concentrates, edibles, sprays, tinctures, soft gel caps and more. We've included cutting-edge products rich in CBD (cannabidiol) and more traditional strain-based products rich in THC. All products have been tested as free from contaminants by an independent lab, and are clearly labeled.
We operate in a start-up environment where the only constant is change. We strive for a comfortable, laid-back atmosphere while upholding professionalism and accountability to patients, employees, and regulators and to operate with full visibility in the communities we serve.
To apply, please read this entire job announcement and carefully follow the instructions below. Late or incomplete applications will not be considered. Thank you for understanding that while we strive to reply to all applicants, we may only be in touch with you if we'd like to invite you for an interview. Qualified applicants will be invited to a series of phone and in-person interviews.
Application Instructions:
Read the entire job description below.
Craft an original cover letter stating how your specific qualifications are best suited to this position and company. Generic applications will not be considered.
Save your cover letter and resume as one PDF with the file named in the following format: Exec Admin - CannaCraft - [FirstName LastName] and the subject line titled "Exec Admin - CannaCraft - [FirstName LastName].
Email the PDF to amems4000@gmail.com no later than 8pm on Sunday, 7/31.
Job Description - Executive Administrator
STATUS: Full-time employee, salaried, exempt
COMPENSATION: $50,000 - 60,000 salary per year, plus benefits: Kaiser, 50% employer paid, 10 holidays, 14 paid days off annually.
GENERAL SUMMARY OF DUTIES: The Executive Administrator is responsible for supporting a busy senior Executive, the Director of Finance, of a fully-licensed medical cannabis organization. This role is dynamic and requires a high level of flexibility and resourcefulness.
SUPERVISION RECEIVED: Reports to Director of Finance
SUPERVISION EXERCISED: Directs staff and contractors as representative of Director of Finance.
EXAMPLES OF DUTIES: (This may not include all duties assigned)
Receive visitors, take and return calls, and field emails from customers, vendors, staff, executives, elected officials, regulators, and others on behalf of the company, Executive, or self. Direct contacts to appropriate resources and information and take informative messages.
Act as point of contact and gate-keeper for Executive, become familiar with all regular contacts, develop appropriate communication with each, ensure their ability to reach Executive with urgent items, interface with all other support staff and outside employees. Support Executive in times of crises.
Review all email correspondence in Executive's email accounts, clearing out junk and irrelevant items. Review relevant emails with Executive during daily check-in call and monitor throughout the day, alerting Executive to urgent items. Draft proposed responses and vet with Executive before sending; blind-copy to Executive; ensure all appropriate recipients; and ensure free of errors, clear, concise, and polite. All outgoing requests tracked to ensure follow-through, leaving no straggling ends. Maintain and send a DAILY email updating Executive of schedule changes/additions, voice messages, and project status updates.
Errands - making deposits, cash handling and management: must be comfortable with large sums of money.
Attend meetings with Executive, act as a support to the executive; take notes, keep time, capture action items.
Documenting proper procedures in order to compile a full list of finance department SOPs.
Check Executive's voicemail daily, report messages on DAILY email. Flag urgent messages for immediate attention. Respond as appropriate.
Lead daily check-in call with Executive.
Manage Executive across multiple offices and facilities.
Keep an accurate calendar of important dates and deadlines for Executive, including all meetings where Executive's attendance is required, building in time to prepare for meetings, and travel time to and from meetings. Support in planning downtime and personal appointments with travel time included.
Support Executive in scheduling around and planning for executive absences. Cover Executive's email while out of office.
Schedule conference calls with other parties inside and outside of the organization, ensuring all parties have correct conference bridge information and times included in calendar invitations.
Support Executive with time management and structuring an effective workday by planning out work blocks to work on projects uninterrupted, supporting with time management, and minimizing distractions.
Maintain documents pertaining to the vitals of Executive (via OneNote & the Support Bible).
Make travel arrangements for Executive and other staff.
Liaise with other administrative staff.
Read and analyze incoming memos and reports to determine their significance, brief Executive on content.
Perform general office duties, such as ordering supplies.
Coordinate tours of facilities with internal and outside persons.
Light personal support.
Maintain Executive's contact database in Google Contacts. Ensure removal of duplicates while being cautious to preserve data. Ensure timely, accurate input and proper categorization of all new contacts.
Gather receipts, complete and submit timely expense reports to the appropriate person for reimbursement.
Be accessible to Executive and other team members for support without quality of support for primary Executive being diminished.
Support executive by collecting specified performance feedback for staff under Executive's charge.
Other duties as assigned.
PERFORMANCE REQUIREMENTS: Knowledge, Skills & Abilities
Critical thinking: Ability to see the whole system, understand the complexity of a situation and the magnitude of the inter-dependencies. Use good judgment in escalating issues.
Proactive: Ability to anticipate what should happen next, and be proactive in planning for it. What might someone (Executive, the leadership team) need? What's the contingency plan?
Flexibility: Schedule and task flexibility - performing a variety of jobs for a variety of people.
Accuracy: Strive for extraordinary accuracy in correspondence, calendaring, and travel planning; paying careful attention to detail from initial planning to execution and follow-up.
Project & Time Management: Be functionally organized, toggling comfortably between digital and physical file systems, using color-coding and other intuitive systems for ease. Ability to manage daily and weekly recurring tasks, and short and long-term projects simultaneously. Utilize helpful tools and programs to capture and accomplish all to-dos. Ability to report on projects in-progress, completed, and ongoing. Be accountable for performance, and circle back with self and group following projects to gather feedback and make changes to ensure best results and methods.
Reliable: Arrives on time, ready to work. Communicates frequently and clearly. Meets deadlines or informs in advance of delays. Performs consistently well.
Prioritization: Recognize what's most important to tackle, in what order, and be prepared to make informed, independent decisions. Ability to take direction from multiple sources.
Multitask flawlessly: Ability to multitask between people, tasks, and modes of communication.
Partnership and Hospitality: Taking on work in a collegial, collaborative, open, and friendly way. Ability to establish rapport and form great relationships with internal and external team members across multiple organizations and communities.
Confidentiality: Maintain strictest confidentiality at all times - avoiding direct and indirect disclosure. Discretion is key. Executive level conversations and exposure, human resources and legal conversations, as well as partnership discussions.
Seamlessness and Poise: When there are problems, ability to minimize the ripple effect on the Executive, other team members, and outside colleagues. Represent the Executive always with graciousness and poise.
Attitude: High energy and creative thinking. Has a sense of humor. Easy going, confident, comfortable. Approaches problem-solving with an open mind not with drama – responds with "I'll figure it out," not "that's not my job."
Communication: Excellent command of English, spoken and written. Ability to proofread, draft new correspondence from scratch; adapt language to various speakers, styles, settings, and tone. Get to know several teams and their interdependencies, quickly understand relationships and appropriate interaction for each group/individual. Can translate "exec speak" to softer, clearer messaging as appropriate for the audience.
Technology & Other requirements
Computer: Highly functional on a modern, portable PC computer with Microsoft Office, including Outlook, Word, Excel - 2010 or newer. Equipment provided.
Microsoft Office: "Power User" of Word, Excel, 2010 or newer. Able to manage multiple, email accounts based in Gmail.
Typing: 65 WPM or better.
Google Apps: Security and sharing knowledge.
Adobe Photoshop and Illustrator: Light edits for marketing collateral, packaging design.
Adobe Acrobat: Combine PDFs, print as PDF, troubleshoot quality issues.
Documents: Manipulate documents in multiple programs to change content, such as to add data, insert signatures, provide edits.
Printing: Familiar with network printing, driver installation, and troubleshooting.
Smart phone: Must be smart-phone fluent. Equipment provided.
Dropbox: Must have a basic knowledge of Dropbox.
Culture match: Support the mission and spirit of the organization and be comfortable with the smell of cannabis in the facility.
Internet Research: Must be internet savvy.
EDUCATION & EXPERIENCE:
8 years of combined education and relevant experience required.
Working knowledge of computer programs as described.
Must be at least 18 years old and pass a criminal background check.
CERTIFICATES/LICENSES:
Current, valid driver's license; clean driving record; valid insurance; reliable vehicle. Eligible for mileage reimbursement for company travel in personal vehicle.
All employees must have a valid, current medical cannabis recommendation from a physician or D.O. currently licensed in the state of California.
TYPICAL PHYSICAL DEMANDS:
Work may require prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a computer, telephone, calculator and other office equipment. Requires normal range of hearing. Requires close vision with the ability to see color and adjust focus. Available to work Monday through Friday, with some fluctuation for special events.
TYPICAL WORKING CONDITIONS:
Work is high energy, fast paced, and due to the nature of work and regulatory landscape, is often highly stressful. Position requires regular availability to work Monday through Friday from 8am to 6pm, plus occasional nights, weekends, holidays, and/or events.
Work takes place in a busy medical cannabis facility where cannabis is cultivated, processed, tested and consumed on-site. (Santa Rosa)
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