Administrative Assistant - Technically Oriented, AI Experience a Plus!

Job Description

Job Description

Full job description

Come Grow With Us!

LiveHappy is the largest indoor cannabis facility in the state of CA!
We are poised for growth, opportunity for all and great success

We need a highly meticulous and proactive Administrative Assistant to support the Chief Executive Assistant (CEA) and COO. The ideal candidate is obsessively detail-oriented, thrives on organization and precision, and is constantly monitoring emails, files, deadlines, and schedules. This role requires strong follow-through, an ability to anticipate needs, and a structured approach to workflow management. Candidates must be extremely proficient in Microsoft Office Suite, Word, Excel, AI tools, and calendar systems.

Success in this role depends on daily oversight of tasks, ongoing follow-ups, and an ability to ensure nothing slips through the cracks. The ideal candidate will excel at managing checklists, tracking assignments, and keeping high-level executives informed of all necessary details in real-time.

Key Responsibilities:

1. Administrative Support

• Constantly monitor and manage emails, ensuring no detail is overlooked.
• Track and organize documents meticulously, ensuring version control and structured filing.
• Proactively flag urgent items, ensuring real-time responses and rapid follow-ups.
• Manage daily checklists and task lists, keeping the CEA informed of outstanding items

2. Acting on Behalf of the CEA

• Represent the CEA in coordinating with internal teams and external contacts when required.
• Take ownership and follow through of delegated tasks to ensure smooth operations on behalf of the CEA – NO LOOSE ENDS.
• Maintain a professional demeanor while managing communications and addressing concerns.

3. Calendar Management

• Maintain and coordinate multiple calendars, preventing conflicts and overlaps.
• Issue daily reminders for critical deadlines, ensuring seamless execution of tasks.
• Create structured systems for tracking pending approvals, follow-ups, and meetings.

4. Email & Communication – Real-Time Tracking & Follow-Ups

• Monitor email inbox throughout the day, categorizing and prioritizing responses.
• Track outstanding requests and ensure responses are followed up on promptly.
• Log important discussions and requests, keeping accurate records for reference.

5. Communication and Follow-Up

• Draft and send follow-up emails to ensure tasks and assignments are completed on time.
• Act as a liaison between the CEA and other departments to facilitate smooth communication.
• Manage ongoing updates and reports to keep the CEA informed of progress on key tasks.

6. Project Coordination

• Track and manage assigned projects to ensure deadlines and deliverables are met.
• Prepare updates, summaries, and detailed notes for the CEA/COO.
• Anticipate and address potential scheduling or workflow conflicts proactively

7. Data, Files & Report Management – Flawless Accuracy

• Maintain and update files, reports, and spreadsheets with 100% accuracy.
• Ensure all documents are correctly labeled, categorized, and easily retrievable.
• Manage logs, compliance records, and executive reports.

8. General Office Duties

• Ensure filing systems are clear, organized, and updated daily.
• Anticipate the CEA’s needs by proactively preparing documents and summaries.
• Ensure all tasks are completed with a high level of accuracy and attention to detail.

Qualifications:

• Minimum of 3-5 years of experience as an administrative assistant in a high-pressure, executive-level environment.
• Expert-level proficiency in Microsoft Word, Excel, and Outlook— with experience and interest in developing AI systems and processes. Must be able to create advanced spreadsheets, automate reports, and manage complex document formatting with absolute precision.
• Ability to handle and process highly confidential information with the utmost discretion—zero tolerance for breaches in trust or unprofessionalism.
• Exceptional attention to detail—must have an obsessive focus on accuracy, ensuring zero errors in scheduling, communications, and document management.
• Flawless written and verbal communication skills—must be able to draft professional correspondence and relay information with precision and tact.
• Extreme organization and multitasking capabilities—must be able to juggle multiple high-priority tasks simultaneously without missing deadlines or details.
• Proactive and independent work ethic—must be able to anticipate needs, take initiative, and execute tasks without waiting for direction.
• Unwavering ability to “keep things to yourself”—strict confidentiality is a non-negotiable requirement; loose lips will not be tolerated.
• Proven experience in calendar management, scheduling, and task prioritization for executives.
• Familiarity with AI tools, automation software, and administrative efficiency systems is strongly preferred.

Preferred Skills:

• Knowledge of project management tools or software.
• Prior experience supporting executives or administrative leaders is a plus.
• Familiarity with CRM systems or data entry tools is an asset.

Why Join Us?

• Work directly with the CEA and gain valuable insight into executive-level operations.
• Be part of a dynamic and innovative team.
• Opportunity for professional growth and development.
• Pay range based on experience. Range $23-25 per hour

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Company DescriptionLiveHappy is a fast growing, cutting edge indoor cannabis grow house that is exceptional in every way. We are seeking passionate people who love and respect cannabis and want to spend their career learning and working within a team that is dedicated to producing the finest cannabis flower anywhere!

Company Description

LiveHappy is a fast growing, cutting edge indoor cannabis grow house that is exceptional in every way. We are seeking passionate people who love and respect cannabis and want to spend their career learning and working within a team that is dedicated to producing the finest cannabis flower anywhere!