Executive Assistant

Mezzetta is searching for an experienced, energetic Executive Assistant to assume high-level ownership of office responsibilities, while also providing administrative support to members of the company’s Leadership Team (LT). This role will work directly with VP/C-level executives and Advisory Board members and serve as a key partner in maintaining an organized, engaging, and highly professional corporate environment.

The Executive Assistant will leverage their creativity, organization, and passion for people to help create a vibrant team and office experience in our Larkspur and American Canyon offices — planning team events, helping to host visitors, coordinating with teams across offices, and helping to build programs and experiences that make work rewarding and enjoyable. This role will also oversee day-to-day office needs, including office supply management, coordination with building and maintenance teams, and oversight of shared office spaces and programs.

This role is designed to manage office responsibilities and support leadership effectiveness, including support for members of the leadership team. This position splits time between our Larkspur and American Canyon offices (3 total locations). Flexibility and adaptability are required

Responsibilities

Office Support

• Manage day-to-day office responsibilties across Larkspur and American Canyon office locations (three), including ordering and stocking supplies, managing various office programs, and creating a workspace that fosters fun and creativity
• Manage the Mezzetta corporate calendar and partner on scheduling critical meetings requiring coordination of broader LT · Coordinate logistics and itineraries for major headquarters meetings and leadership events (e.g., Sales AOP Planning, Operations Town Hall, Board meetings)
• Maintain a professional, welcoming, and engaging office environment that supports employee experience and company culture · Coordinate closely with building management, facilities, and maintenance teams to ensure office functionality and upkeep
• Help maintain organization and communication across teams to support efficient execution of leadership priorities · Provide supplemental support and coverage for the CEO’s Executive Assistant during PTO or other planned absences

Leadership Team Administrative Support

• Provide high-impact administrative support to LT members, focused on more complex travel coordination, scheduling, logistics, expenses etc.
• Support limited set of cross-functional or leadership initiatives through coordination, follow-up, scheduling, and administrative project support

Event Planning & Culture Initiatives

• Lead planning and coordination of team events, leadership off-sites, training events, and company gatherings
• Prepare offices and meeting spaces for board meetings, leadership meetings, and external visitors
• Assist in hosting vendors, suppliers, guests, and external partners
• Partner cross-functionally to support leadership priorities, employee engagement initiatives, and organizational programs
• Serve as a culture advocate by supporting and reinforcing company values through internal engagement and communications

Financial & Systems Support

• Track budgets, invoices, and expenses related to office operations, events, and executive support activities
• Support vendor setup, purchase requests, and PO receiving within IFS as it relates to office operations, events, and Advisory Board activities
• Assist with corporate document management and organization, including SharePoint and shared folder maintenance

Requirements

The ideal candidate is highly self-motivated, professional, resourceful, and capable of prioritizing responsibilities in a fast-paced corporate environment. The ability to exercise sound judgment, maintain confidentiality, and effectively balance multiple priorities is essential.

• Exceptional organizational skills with the ability to prioritize multiple responsibilities while maintaining strong attention to detail
• Strong interpersonal and relationship-building skills with the ability to interact professionally with executives, employees, board members, vendors, and external partners
• Excellent written and verbal communication skills · Demonstrated ability to exercise discretion and maintain confidentiality with sensitive information
• Strong judgment, problem-solving capability, and proactive decision-making skills · Highly resourceful, adaptable, and capable of working both independently and collaboratively
• Ability to remain calm and effective in a fast-paced, high-demand environment
• Strong customer service mindset and responsiveness
• Forward-thinking and solutions-oriented approach with the ability to anticipate needs and improve processes
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint)
• Experience with expense management, travel coordination, and office/vendor management preferred
• AI proficiency (Claude, ChatGPT, etc.)

Education

• Bachelor’s degree preferred or equivalent professional experience
• 5–10 years of experience supporting executives, leadership teams, or corporate office operations
• Experience supporting C-level executives or senior leadership teams preferred
• Prior experience managing office operations, events, or employee engagement initiatives strongly preferred
• Demonstrated success operating in a fast-paced, highly collaborative environment