Executive Assistant

About This Role

Jones Ranch Coffee Company is seeking a reliable, organized, and highly responsive Administrative Assistant to support the Managing Director and the Front Office team. This role is designed for someone who can help keep the business moving: managing communications, organizing schedules, coordinating domestic and international travel, tracking follow-ups, preparing documents, supporting internal workflows, and helping the Managing Director stay focused on high-value business priorities. The ideal candidate is professional, detail-oriented, discreet, and comfortable working remotely with a growing company that operates across coffee, wholesale relationships, business intelligence, creator partnerships, and direct-to-consumer operations. This is a remote position open to qualified candidates in the United States and internationally.

Responsibilities

• Executive & Administrative Support:
• Provide direct administrative support to the Managing Director.
• Manage calendars, appointments, reminders, and follow-up tasks.
• Organize emails, messages, documents, and internal notes.
• Prepare basic reports, summaries, meeting notes, and action-item lists.
• Help prioritize tasks and flag urgent matters for attention.
• Coordinate domestic and international travel arrangements for the Managing Director, including flights, lodging, ground transportation, itineraries, calendar holds, travel documents, and related reservations.
• Prepare and maintain travel itineraries, confirmation details, meeting schedules, and trip-related notes.
• Track travel-related expenses, receipts, reimbursements, and documentation as needed.
• Assist with scheduling across time zones for domestic and international meetings, calls, supplier visits, partner meetings, and business events.
• Communication & Coordination:
• Draft and format professional emails, messages, and internal communications.
• Coordinate meetings with vendors, partners, creators, suppliers, and prospective business accounts.
• Track responses, follow-ups, deadlines, and pending items.
• Maintain professional communication on behalf of the Front Office.
• Business Operations Support:
• Assist with data entry, CRM updates, lead tracking, and account notes.
• Support wholesale, CafeDirect, RanchRadar, RanchTalent, and other JRCC-related workflows.
• Help organize business documents, templates, forms, and operating procedures.
• Maintain clean, accurate, and organized digital records.
• Research & Task Management:
• Conduct basic online research as assigned.
• Compile contact lists, business information, and prospect details.
• Track assigned projects and provide regular status updates.
• Help ensure tasks do not fall through the cracks.

Required Qualifications

• Strong written English communication skills.
• Excellent organization and attention to detail.
• Ability to work independently in a remote environment.
• Comfortable using email, shared documents, spreadsheets, and web-based tools.
• Reliable internet connection and ability to attend remote check-ins.
• Professional judgment and ability to handle confidential information.
• Ability to follow instructions, ask clear questions, and complete work on time.

Preferred Qualifications

• Prior experience as an administrative assistant, executive assistant, virtual assistant, or office coordinator.
• Experience supporting a founder, executive, small business owner, or senior manager.
• Familiarity with tools such as Google Workspace, Microsoft Office, Slack, Canva, Shopify, CRM systems, or project management platforms.
• Experience arranging domestic or international travel, including flights, lodging, transportation, itineraries, and calendar coordination.
• Experience with customer service, sales support, recruiting support, or vendor coordination.
• Spanish fluency is a plus but not required.