Executive Assistant - CBD - Hamilton, NJ

Exceptional Admins (EA) is seeking a professional for an opportunity with Sun Extractions based in the Hamilton, New Jersey area.

EA is a boutique firm exclusively focused on placing administrative professionals. The philosophy behind the EA process is to deliver exceptional professionals to each client with the outcome producing high-level support to the role and organization. While skill set is a large focus during the process, personality and business acumen of each candidate are viewed as just important.

About the organization and team

The company is a rapidly growing leader in cannabis extraction and distillation, redefining the industry through premium brands and a steadfast commitment to quality, innovation, and integrity. With a robust and forward-thinking business strategy, they are poised for significant expansion. This hire will play a pivotal role in supporting the growth ambitions of three key leaders on the executive team.

Hiring goal

The company is on the lookout for a driven, experienced professional who thrives on making things happen. This role is perfect for someone with a strong operational background and a proven ability to manage the fast-paced, ever-changing needs of an executive team. As the Executive Assistant, you'll be the backbone of daily operations, keeping calendars running smoothly, acting as a key decision-maker to maintain momentum, and juggling a variety of responsibilities with ease. If you're a natural problem-solver who loves details, thrives under pressure, and is always one step ahead, this role will feel like second nature.

This position requires a charismatic and reliable individual who values trust and collaboration. You'll be providing exceptional service to executives and stakeholders while managing your own diverse workload. If you're ready to step into a role where you can truly make an impact, we'd love to hear from you.

ROLE OVERVIEW

Executive Support – 85%

Provide administrative support to the CEO (35%), COO (35%), and CFO (15%).

• Heavy inbox management for two

• Heavy calendar coordination for all three

• Support coordination and preparation for meetings, calls, and in person activities for all three:

• Meeting coordination which includes interacting with team and outside stakeholders

• Support follow up tasks

• Become a highly informed partner knowing all deadlines and tasks to proactively anticipate the needs of the executive and investment activities; plus recommend and act to resolve any challenges

• Streamline and manage to-dos to meet deadlines, maybe deploying a project management too like Trello or Asana (or another platform for which you are a wiz)

• Shareholder Support:

• Coordinating quarterly shareholder meetings or updates

• Preparing and distributing agendas, presentations, and supporting materials

• Taking detailed notes during meetings and managing follow-ups on action items

• Shareholder meetings currently occur quarterly, with preparation activities starting 2–3 weeks in advance

• The executives can be found traveling on a weekly basis, mainly domestic:

  • CEO: Typically travels every 4–6 weeks for conferences, investor meetings, or strategic partnerships. Travel durations vary from 2–4 days

  • COO: Travel is more limited, occurring 3–4 times per year for operational site visits or industry events

  • CFO: Travels approximately every 6–8 weeks for financial meetings, investor relations, or conferences

• Complete non-routine, complex projects and assignments which may include creating spreadsheets, databases or confidential files

• Organize 1:1 meetings with team members to routinely check in and stay up to date on all activities, deliverables and deadlines

• Support the CFO with tasks connected to expense and budgeting

• Acting as liaison between team and investors

• Prepare confidential and sensitive documentation and correspondence which may be distributed to various internal and external stakeholders

• Help organize small events (a few times a year)

Office Support – 15%

• Anticipate and address the unique challenges of a start-up environment, offering creative solutions and ensuring adaptability

• Manage 12-month rolling calendar for team and planned growth goals

• Support vendor and supplier relations and related tasks

Desired background and attributes

Candidates will be considered in totality of their skills and experience versus strict interpretation of “must haves.”

• Experience working in a high-functioning support role

• 75% of your skills meet the needs of the role

• Start-up background, a plus

• Cannabis business experience, a plus

• Supporting multiple executives, a plus

• Proficient with Microsoft Office Suite (80% usage), Google Workspace (20% usage)

• Experience with project management tools (e.g., Asana, Trello) would be great as launching and maintain one is desired

• Nimble, adaptable, charismatic, and entrepreneurial mindset, a big plus

• Be technically savvy and resourceful and industrious (i.e., find ways to consolidate responsibilities with intuitive technology resources)

• Maintain a high level of confidentiality

Company offerings

• Hours: Monday through Friday, 8:00am – 5:00pm (on-site)

• Salary: Up to $95k

• 401(k)/Profit sharing: No retirement plan formed yet; will form in 2025

• Vacation: Varies (0 to 2 years of service: up to 10 days per year; 2 to 4 years of service: up to 15 days per year; 5 years of service: up to 20 days per year)

• Holidays include:

• New Year's Day (January 1st)

• Martin Luther King Day (3rd Monday in January)

• President's Day (3rd Monday in February)

• Memorial Day (last Monday in May)

• Independence Day (July 4th)

• Labor Day (1st Monday in September)

• Thanksgiving (4th Thursday in November)

• Day after Thanksgiving (Friday)

• Winter Break (Office is closed for a week around Christmas.

• Healthcare provider/benefits: QSEHRA after 60 days of start date

• Parking: Covered by employee

• Cell Phone: Not provided by company

• Office Perks: Stocked pantry with an assortment of snacks and beverages, no wellness plan yet

• Bonus: Bonus based on performance at end of year

Is this the right fit for you?

The ideal employee would meet 8 out of the 11 attributes to be successful (and fulfilled) in this role:

1. You.like.to.be.busy

2. You crave a role that calls for you to be attentive on a regular basis

3. You enjoy proactively listening and observing then offering solutions and better processes

4. Joining a dynamic group of professionals lights you up

5. Exceptional self-directed work ethic

6. Exceptional problem-solving skills where challenges don't fluster you but energizes you to ‘figure-it-out'

7. One of your highly regarded traits is being personable

8. You crave things to be organized, you may be called “type-A” by some

9. You are energized to work with distinguished clients and businesses

10. You love the win-energy that happens when you anticipate the needs of others

11. You would self-describe as “poised and professional and your forte is to offer high-quality service to all”

The company, Sun Extractions, provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Employment is contingent upon you successfully completing the vetting process and passing verification of references and employment background investigation.