Job Details

Come Grow With Us!

LiveHappy is the largest indoor cannabis facility in the state of CA!We are poised for growth and opportunity for all our employees.

We need a highly meticulous and proactive Administrative Assistant to support the Director of Facilities. 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 project management.

Success in this role depends on daily oversight of employees, projects, inventory, and follow-ups, and an ability to ensure nothing slips through the cracks. The ideal candidate will excel at managing checklists, tracking projects, and keeping the busy director informed of all necessary details in real-time.

Key Responsibilities:

1. Administrative Support

• Constantly monitor and manage emails, ensuring no detail is overlooked.
• Proactively flag urgent items, ensuring real-time responses and rapid follow-ups.
• Manage daily checklists and task lists, keeping the Director informed of outstanding items

2. Calendar Management

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

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

• Represent the Director in coordinating/communicating with internal teams and external contacts when required.
• 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.
• Act as a liaison between the Director and other departments to facilitate smooth communication.
• Manage ongoing updates and reports to keep the Director informed of progress on key tasks.

4. Project Coordination

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

5. General Office Duties

• Ensure filing systems are clear, organized, and updated daily.
• Anticipate the Director'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, corporate environment.
• Expert-level proficiency in Microsoft Word, Excel, and Outlook. Must be able to create advanced spreadsheets, automate reports, and manage complex document formatting.
• 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.

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 team and gain valuable insight into the LiveHappy operations.
• Be part of a dynamic and innovative team.
• Opportunity for professional growth and development.