Executive Personal Assistant

Job Posting: Personal Assistant

Organization: Happy Goat Dispensary
Location: Rochester, NY (in‑store & hybrid administrative work)
Position Type: Full‑time

About Happy Goat Dispensary

Happy Goat Dispensary is a state‑licensed cannabis retailer committed to delivering a curated, safe and welcoming dispensary experience for our customers. We value integrity, customer service and compliance with New York’s cannabis regulations. As we grow, we are seeking a dedicated Personal Assistant / Assistant Manager in Training to support our CEO and help oversee day‑to‑day operations.

Role Summary

This dual‑focused position combines high‑level administrative support with hands‑on retail management training. You will serve as the “arm of the CEO,” handling communications, scheduling and meeting coordination while learning the operational side of the dispensary. The successful candidate will be comfortable working in a fast‑paced environment, able to handle high levels of stress, and willing to develop deep knowledge of inventory management, point‑of‑sale (POS) systems and cannabis regulations.

Key ResponsibilitiesAdministrative / Personal Assistant Duties

· Calendar & scheduling: Manage the CEO’s calendar, schedule appointments and coordinate meetings. Personal assistants often juggle conflicting appointments and ensure the day runs smoothly.

· Communication management: Handle incoming and outgoing emails, texts and phone calls; act as gatekeeper to ensure the CEO receives only essential information.

· Meeting support: Prepare agendas, attend meetings, take detailed notes and follow up on action items.

· Travel & logistics: Assist with travel arrangements, event planning and other logistical tasks.

· Document preparation: Draft correspondence, reports and presentations; maintain organized digital and physical filing systems.

· Handle confidential and personal tasks: Assist with personal errands or special projects while maintaining strict confidentiality and professionalism.

Assistant Manager‑in‑Training Duties

· Operations & staff support: Learn to oversee daily dispensary operations in partnership with the CEO, including scheduling staff, assigning daily tasks and creating a customer‑focused environment.

· Inventory & POS management: Become proficient with our POS and inventory systems (e.g., Metrc, Dutchie). Duties may include receiving and verifying deliveries, entering data into tracking systems, conducting routine inventory counts and reconciling discrepancies.

· Training & compliance: Assist with onboarding and training of new employees; ensure all staff are up to date on products and company procedures. Stay current on New York cannabis regulations—New York’s Office of Cannabis Management requires employees to complete prescribed training and uses Metrc as its official track‑and‑trace system

· Customer service & sales support: Model exceptional customer service and help process sales at the POS as needed

· Record keeping & reporting: Assist with cash handling, reconciliation and preparation of operational reports for leadership

· Ensure compliance: Follow all standard operating procedures and monitor adherence to state and local cannabis laws, including inventory tracking, packaging/labeling requirements and security measures

Qualifications & Experience

· At least 3 years of administrative or executive assistant experience supporting senior leadership, preferably in a fast‑paced environment.

· Retail or hospitality experience; familiarity with cannabis dispensary operations or regulated industries is a plus.

· Strong understanding of calendar management, email etiquette and document preparation.

· Experience with inventory management and POS systems; knowledge of Metrc or similar seed‑to‑sale platforms is desirable.

· Excellent organizational and communication skills—written, verbal and interpersonal. Personal assistants must manage multiple tasks efficiently and communicate clearly.

· High level of discretion and confidentiality, with the ability to handle sensitive information.

· Adaptability and resilience—capable of working under pressure and adjusting to changing priorities; able to handle high levels of stress and meet tight deadlines

· Must be at least 21 years of age (per New York cannabis regulations) and eligible to work in the United States.

· Willingness to complete any required state training, pass background checks and adhere to all regulatory requirements[9].

Desired Attributes

· Leadership potential: A desire to grow into an assistant manager role, with the ability to motivate and mentor team members.

· Attention to detail: Meticulous record‑keeping and a commitment to accuracy in administrative tasks and inventory management.

· Customer‑centric mindset: Passion for delivering exceptional customer experiences and upholding our company’s values.

· Technological proficiency: Comfortable with office productivity software (e.g., Google Workspace, Microsoft Office) and willing to learn specialized retail software.

· Interest in cannabis: Enthusiasm for learning about cannabis products, regulations and industry trends.

Working Conditions

· Ability to work flexible hours, including evenings, weekends and holidays, as needed.

· Must be able to lift up to 25 lbs and stand for long periods, as the role will involve light physical tasks during inventory management.

· Frequent interruptions and competing deadlines are common; the role requires focus and composure.

Compensation & Benefits

· Competitive salary commensurate with experience

· Employee discount on store products (in compliance with state law)

· Professional development opportunities and potential for career advancement

· Supportive and inclusive work environment

How to Apply

To apply for this position, please send your resume and a brief cover letter describing your relevant experience and why you are interested in joining Happy Goat Dispensary. We look forward to hearing from you!

Happy Goat Dispensary is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Pay: $23.00 - $28.00 per hour

Benefits:

• Employee discount
• Parental leave

Work Location: In person