Executive Assistant & Project Coordinator

Job Description

Job Description

We are looking for an Executive Assistant & Project Coordinator to support the owner across a small group of affiliated companies. You will own the calendar, keep projects and deadlines from slipping, and maintain organized records across every entity. This is a role for someone who thinks in checklists and follow-ups: the person who notices the contract nobody signed and the renewal date three weeks out. Key Responsibilities Executive Support & Calendar (approx. 35%) ● Own the owner's calendar: schedule meetings across entities, resolve conflicts, and send confirmations and reminders ● Coordinate travel, appointments, and logistics ● Prepare meeting materials and agendas; take notes and circulate action items ● Manage and triage incoming correspondence, draft routine responses ● Serve as a professional point of contact for external parties on the owner's behalf Project Coordination (approx. 30%) ● Maintain project trackers and status logs across affiliated companies; update regularly and flag items falling behind schedule ● Follow up with internal and external parties on outstanding deliverables and deadlines ● Coordinate schedules and materials for project meetings and check-ins ● Conduct basic research and compile findings into clear summaries ● Track recurring business deadlines — license and registration renewals, filings, contract dates — and surface them well in advance Records & Document Management (approx. 20%) ● Organize contracts, agreements, and business records; maintain a clear document index by entity ● Assemble and route documents for review and signature; track what is outstanding ● Maintain lease files, insurance certificates, and vendor agreements ● Monitor lease expiration and renewal dates and raise them ahead of time ● Maintain organized digital and physical filing systems across all locations General Business Support (approx. 15%) ● Coordinate with vendors and service providers on scheduling, quotes, and follow-up ● Manage office supplies, equipment, and facility needs across both locations ● Prepare and organize expense documentation for bookkeeping review ● Maintain contact lists, account credentials, and reference documentation ● Support ad hoc administrative needs as they arise across the business Qualifications Required ● 2+ years in executive support, administrative coordination, or project coordination ● Strong working knowledge of Google Workspace or Microsoft Office, especially calendar tools and spreadsheets ● Track record of managing multiple deadlines without dropping any of them ● Clear, professional, warm written and verbal communication ● Demonstrated discretion handling confidential business and personal information ● Able to work on-site in Pleasanton Preferred ● Experience supporting a business owner or executive with multiple ventures ● Exposure to real estate, investments, or professional services ● Familiarity with project tracking tools (Asana, Monday, Notion, or similar) How to Apply Please submit your resume along with a short note about why this mix of work appeals to you. View email address on click.appcast.io