Heirloom Coffee Roasters · 13 hours ago
Administrative Assistant to Executive Team
Oakland, CA
Full-time
Hybrid
Entry, Mid Level
$70K/yr - $80K/yr
2+ years expHeirloom Coffee Roasters is a fast-growing specialty coffee company seeking a highly reliable and detail-oriented Administrative Assistant to support their Executive team. The role involves managing calendars, coordinating communication, and ensuring operational excellence while adapting to a dynamic startup environment.
Food Production
Responsibilities
Own and manage the Executive Team’s calendar with precision and intention
Screen, prioritize, and coordinate meeting requests
Prepare meeting briefs, agendas, and background context
Track action items and ensure follow-through across internal teams
Act as the primary gatekeeper for inbound requests to the CEO
Draft and manage executive correspondence and emails
Coordinate with investors, partners, advisors, and internal leadership
Handle sensitive information with absolute confidentiality
Organize documents, decks, contracts, and files across Google Drive
Support preparation of investor materials, board documents, and reports
Take notes in meetings and circulate clear next steps
Help build and improve internal systems, workflows, and processes
Manage project tracking systems (Monday.com or Asana)
Coordinate domestic and occasional international travel
Prepare detailed itineraries and travel briefs
Support logistics for investor meetings, events, and off-sites
Support ad hoc projects directly from the CEO and COO
Step in where needed across operations, planning, or coordination
Identify inefficiencies and proactively propose solutions
Qualification
Required
2–4 years of experience supporting a founder, CEO, or senior leader
Strong organizational and prioritization skills
Excellent written and verbal communication
High level of discretion, trustworthiness, and professionalism
Comfortable managing ambiguity and shifting priorities
Able to quickly adapt to new technology and utilize AI for efficiency
Proficient in Google Workspace, Microsoft Office Suite and modern collaboration tools like Asana or Monday.com
You love coffee
Preferred
Startup or high-growth company experience
Exposure to CPG, food and beverage, retail, or e-commerce
Experience supporting investor or board-related work
Interest in growing into a more senior executive support role
Benefits
Health benefits
Paid time off
Paid holidays
Employee coffee benefits
Company
Heirloom Coffee Roasters
Heirloom Coffee Roasters is the first specialty coffee brand to offer 100% regeneratively sourced coffees including the first ROC™ Certified coffee ever commercially available.
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Hovik Azadkhanian
Founder & CEO
Company data provided by crunchbase