Executive Assistant

At Botanic Tonics, we know our world is fast, noisy and distracting. It can easily leave us feeling tied up, strung out and not ourselves. Maybe you think the more supercharged you are, the better you’ll be. Maybe escape is the only way for you to truly feel free. We’re not judging — we just have a different point of view. Because we’re not a fuel for keeping pace with the rat-race of every day. We’re not an elixir that transports you through the clouds to a tranquil place. We’re kava products with blends of other naturally active ingredients, designed to bring you down to earth and into the present, so you can make the most of every moment.
Why waste effort trying to quiet the noise when you can tune into it, to hear the one voice that matters? We believe choosing to engage with the here and now is more fulfilling. It makes us feel good, enriches our lives, and brings out our best selves.
Be Present. Be You. When you can truly be there, you feel free.

Overview

We’re seeking an experienced Executive Assistant to provide comprehensive administrative and project support to the Chief Executive Officer (CEO) and Chief Sales Officer (CSO). This highly visible role requires exceptional organizational skills, strong judgment, and the ability to anticipate needs in a fast-paced, high-growth environment. The Executive Assistant will serve as a trusted partner to senior leadership, ensuring seamless scheduling, event planning, office management, and cross-functional coordination.

Key Responsibilities:

Scheduling, Planning & Coordination

• Own and manage the complex calendars of the CEO and CSO; assist with prioritization and time management.

• Arrange all car services, transportation, hotel reservations, and travel accommodations for the CEO and CSO.

• Schedule and coordinate leadership team meetings, company-wide meetings, and monthly board updates; develop agendas, capture minutes, and track follow-ups.

• Partner with functional leaders to coordinate presenters and topics for monthly all-hands meetings; create and manage the shared PowerPoint deck.

• Lead weekly coordination with the Leadership Team and manage agendas for meetings

Event Planning & Support

• Lead the planning and execution of small-scale events (10–25 attendees), including site reviews, travel arrangements, agenda development, vendor negotiations, and onsite management.

• Support planning and logistics for the company’s two major bi-annual all-company meetings.

• Manage logistics for all off-sites, workshops, and team-building activities.

Office & Administrative Management

• Oversee day-to-day operations of the Calabasas, CA office, including mail/package delivery, cleaning services, building support, and kitchen stocking.

• Provide ad hoc project management support as needed.

Qualifications

• Prior experience directly supporting a CEO, President, or other top company executive is required.

• Bachelor’s degree and relevant experience required.

• 5+ years supporting senior executives in a fast-paced, high-growth environment.

• Mastery of Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat.

• Strong event planning and vendor management skills.

• Exceptional organizational skills with strong attention to detail.

• Proven ability to manage multiple priorities and work with minimal supervision.

• Excellent written, verbal, and interpersonal communication skills.

• High level of discretion, integrity, and professionalism in handling confidential information.

• Willingness to travel approximately 2x per quarter.