Executive Assistant

The Role
Green Thumb is in search of an Executive Assistant as our right-hand to our CEO at GTI. This role is critical to keeping our executives punctual, organized, efficient, productive and informed in every step they take. You are instinctually hospitable and you beam with positive energy, excitement and a can-do attitude...and you get things done. You pride yourself on being able to anticipate issues and requests before it's even asked and can respond with a solution and a back-up solution, just in case. You have impeccable attention to detail, an unquestionable work ethic and without fail, a high degree of integrity, professionalism and confidentiality.
Responsibilities - Executive Assistant

• Provides detailed and timely support calendar management, travel and expense and general record keeping assistance
• Coordinates and arranges all travel arrangements: booking flights, arranging applicable transportation, lodging and meeting accommodations, both international and domestic
• Proactively identifies and anticipates scheduling, functional needs, action/follow up items, priorities and planning
• Completes projects by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans
• Ensures background materials for every appointment and meetings are prepared and available on a timely basis
• Develops strong working relationships and high communication with all levels and locations of the organization
• Performs all other administrative duties as requested, including personal assistant requests, with a smile on your face
• Handles a high volume of confidential and sensitive information with the utmost professionalism and maintains the confidentiality of all information

Responsibilities - General Office & Admin Support

• Supports the efficient and smooth day-to-day operation of our office and a brand representative of our office and the GTI team whether it be general support and hospitality to visitors, clients, sign for and accept deliveries and vendor relationships and research new deals and suppliers
• Provides general administrative support for the Chicago office i.e., answering the phone line, event planning, creating and distributing agendas, taking notes and providing follow-up, as requested
• Creates detailed, accurate calendar appointments for travel and company-wide meetings on shared calendar
• Sets the stage for all meetings by maintaining tidiness of conference rooms or shared spaces, ordering catering, setting up the equipment and food, and complete & prompt clean-up
• Maintains supply inventory and keep all areas stocked on a regular basis (paper goods, printing areas, groceries, restrooms, and conference room fridges)
• Assists management with ongoing projects as assigned, balancing short and long-term deadlines
• Performs light data entry, general expense management, proofreading internal and external documents

Qualifications

• 4+ years of experience in an administrative role, experience supporting senior level executives, preferred
• Strong working knowledge of Microsoft office (Excel, Word, PowerPoint & Outlook); experience with Expensify or an expense management system, a plus
• Highly motivated, self-directed, innovative and able to work independently or among teams with keen judgement, common sense and resourcefulness
• Excellent organizational and multi-tasking skills with commitment to quality work
• Incredible attention to detail (in fact, include the following statement in your cover letter: "I am excited to grow my career with Green Thumb")
• Adapts and thrives in a demanding and fast-paced environment, including flexible and/or extended hours, as needed
• Superior communication and interpersonal skills (verbal, non-verbal, written), with the ability to build relationships at all levels, both internally and externally
• Exceptional customer service and "high touch" capabilities with exemplary follow-through
• Possesses a high level of critical thinking
• Energetic, empathetic, and open-minded with an infectious positive attitude
• Understands and complies with the rules, regulations, policies, and procedures of GTI
• Consistently operates with a high level of professionalism and integrity, including dealing with confidential information
• Ability to anticipate needs, find alternative solutions and be proactive in achieving desired outcomes
• Strong project management skills, including the ability to prioritize and manage multiple projects
• Bachelor's Degree, preferred

Additional Requirements

• Must pass any and all required background checks
• Must be and remain compliant with all legal or company regulations for working in the industry