An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
Up to 10% - between stores as needed for events About Mango Cannabis Mango Cannabis is a fast-growing, multi-state cannabis retailer focused on delivering a great experience—for our customers and our teams. We're building something big, and we're doing it the right way. In a highly regulated industry, compliance isn't optional—it's part of everything we do. At the same time, we keep things moving. We work hard, support each other, and hold a high standard across every store, every day. If you're someone who takes ownership, communicates clearly, and shows up ready to contribute, you'll fit right in. The Mango Way At Mango, our values aren't just something we talk about—they show up in how we work every day:
Customer First, Always:
We create welcoming, educational experiences that make every guest feel comfortable, confident, and supported.
One Mango:
We win together. We communicate, stay aligned, and support each other across stores, states, and teams. Grow with
Grit:
We show up, push forward, and keep improving. We take ownership and hold ourselves accountable.
Integrity Always:
We do the right thing—every time. Compliance, honesty, and accountability are non-negotiable.
Community & Impact:
We care about where we work and who we serve. We aim to make a positive impact beyond our storefronts. Position Summary The Executive Administrative Coordinator serves as the first point of contact for Mango Cannabis' corporate headquarters while providing high-level administrative support to the executive leadership team and multiple corporate departments. This role is responsible for managing front office operations, coordinating executive schedules, supporting accounting and billing functions, managing shared communication channels, assisting with marketing and company events, and coordinating projects across the organization. The ideal candidate is highly organized, proactive, adaptable, and enjoys solving problems while helping leaders stay focused on the highest-value work. This position plays a key role in keeping the corporate office operating efficiently while supporting Mango's continued growth as a multi-state cannabis retailer. Key ResponsibilitiesExecutive & Leadership Support Serve as the primary administrative support resource for the executive leadership team. Proactively manage executive calendars, scheduling, and meeting logistics while balancing competing priorities. Coordinate internal and external meetings, including preparing agendas, gathering materials, and documenting action items as needed. Arrange business travel, lodging, transportation, and detailed travel itineraries. Draft, proofread, and format professional correspondence, presentations, reports, and business documents. Track executive priorities, deadlines, and follow-up items to ensure commitments are completed on time. Screen, prioritize, and route requests to executives while exercising professionalism and sound judgment. Maintain confidentiality regarding sensitive company, financial, personnel, and strategic business information. Serve as a liaison between executives, employees, vendors, business partners, and external stakeholders. Front Office Administration Serve as the first point of contact for all visitors, vendors, and guests entering the corporate office. Welcome visitors and notify appropriate team members of arrivals. Answer and route incoming phone calls professionally. Receive, sort, and distribute incoming mail and packages. Coordinate outgoing mail, shipping, and deliveries. Maintain a clean, organized, and professional reception area. Customer & Company Communications Monitor and respond to customer reviews across platforms including Google, Weedmaps, Leafly, Dutchie, and other online review platforms. Monitor and manage shared company inboxes, including the Info and MangoForever email accounts. Respond to general inquiries or route communications to the appropriate department. Escalate customer concerns requiring leadership attention. Maintain organized shared inboxes and ensure timely follow-up on outstanding communications. Identify recurring customer trends and communicate feedback to leadership. Accounting & Billing Support Enter vendor invoices into the accounting system with accuracy and attention to detail. Match invoices to supporting documentation and purchase records. Assist with customer invoicing and billing preparation. Support data entry and document management for the Accounting department. Assist with administrative accounting projects as assigned. Project & Administrative Coordination Coordinate administrative and cross-functional projects on behalf of leadership. Track project milestones, deadlines, and action items. Maintain project trackers, documentation, and organizational records. Assist with developing and improving administrative processes and workflows. Coordinate company-wide administrative initiatives and special projects. Support leaders with follow-up and project execution as needed. Marketing & Event Support Assist with planning and coordinating company meetings, training sessions, and corporate events. Support marketing initiatives through administrative coordination and logistics. Coordinate event vendors, materials, and scheduling. Assist with ordering promotional materials and company merchandise. Support employee engagement activities and internal company events. Office Operations Coordinate office vendors and service providers. Order and maintain office supplies and inventory. Help maintain an organized, professional, and welcoming corporate office. Assist with onboarding logistics, welcome materials, and office setup for new employees. Coordinate office maintenance requests and facility-related needs. Provide administrative support to multiple corporate departments as business needs evolve. Additional Responsibilities Maintain strict confidentiality of company information. Follow all company policies, SOPs, and cannabis regulations. Demonstrate flexibility in supporting multiple departments. Perform other duties and special projects as assigned. Provide backup administrative support to various departments during periods of increased workload. QualificationsRequired High school diploma or GED. Administrative experience preferred; however, we welcome candidates who demonstrate exceptional organizational skills, professionalism, initiative, and a strong desire to learn. We value aptitude, attitude, and potential as much as prior experience. Strong proficiency in Microsoft Office and Google Workspace. Excellent written, verbal, and interpersonal communication skills. Exceptional organization and attention to detail. Strong time management skills with the ability to prioritize multiple responsibilities. Ability to work independently while managing competing priorities. Demonstrated professionalism and discretion when handling confidential information. Strong customer service mindset. Must be at least 21 years of age (per state cannabis regulations). Ability to pass all required background checks in accordance with state cannabis regulations and applicable law. Ability to obtain and maintain any state-required cannabis employee credential or badge. Preferred Associate's degree. Experience supporting executives. Experience with accounting or billing functions. Experience managing customer reviews or online communications. Experience in retail, hospitality, healthcare, or cannabis. Experience working in a multi-location organization. Knowledge, Skills & Abilities Strong organizational and multitasking abilities. Excellent written and verbal communication skills. High level of professionalism and emotional intelligence. Exceptional customer service skills. Ability to exercise sound judgment and maintain confidentiality. Strong attention to detail and follow-through. Ability to anticipate needs and proactively solve problems. Comfortable working with changing priorities in a fast-paced environment. Strong computer proficiency and ability to learn new software quickly. Collaborative team player with a positive, can-do attitude. Physical Requirements Ability to remain seated for extended periods while performing computer work. Frequently use hands and fingers to operate office equipment and computers. Occasionally stand, walk, bend, reach, and lift office supplies. Occasionally lift and carry up to 25 pounds. Ability to communicate effectively in person, over the phone, and electronically. Work Environment Professional office environment located at Mango Cannabis Headquarters. Frequent interaction with executives, employees, vendors, and visitors. Fast-paced environment with changing priorities and deadlines. Primarily Monday through Friday business hours, with occasional flexibility required for meetings, travel coordination, or company events. Occasional travel (up to 10%) to support company meetings or events. Equal Employment Opportunity Mango Cannabis is an Equal Opportunity Employer. We are committed to building a diverse team and creating an inclusive workplace where every team member can do their best work. We do not discriminate in hiring, promotion, compensation, or any other condition of employment on the basis of race, color, religion, sex (including pregnancy, childbirth, and related conditions), sexual orientation, gender identity or expression, national origin, ancestry, age, marital status, disability, genetic information, veteran status, or any other characteristic protected by federal, state, or local law. Mango Cannabis is committed to providing reasonable accommodations to qualified individuals with disabilities and to applicants and employees with sincerely held religious beliefs, in accordance with applicable law. If you require an accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact the People team. Drug & Cannabis Use Policy Mango Cannabis maintains a workplace policy consistent with applicable federal, state, and local laws governing employee drug testing and lawful off-duty cannabis use. All team members must be able to perform their duties safely and in compliance with state cannabis regulations. Specific testing requirements vary by state and role; details will be provided during the hiring process. Disclaimer This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. Mango Cannabis reserves the right to modify, add, or remove job duties and responsibilities at any time, with or without notice, based on business needs. This position operates in an at-will employment environment, meaning that either the employee or the company may terminate the employment relationship at any time, with or without cause or notice, in accordance with applicable laws. Employment with Mango Cannabis is contingent upon compliance with all applicable state and local cannabis regulations, which may include age restrictions, background checks, badging/licensing requirements, and ongoing eligibility requirements.
