Executive Administrative Assistant

Executive Assistant to Private Executive Director Confidential Executive Office — Foster City / Silicon Valley

A confidential private office near Foster City is seeking an Executive Assistant to support a busy Executive Director with scheduling, organization, follow-ups, project coordination, travel logistics, document management, research, errands, and day-to-day executive support.

This is not a passive desk role. The right candidate should be organized, punctual, discreet, anticipatory, and comfortable helping with both professional executive matters and practical daily needs.

The role may include calendar management, meeting coordination, written summaries, document organization, vendor follow-up, project tracking, research, shopping, local driving, travel preparation, receipt organization, and support while accompanying the Executive Director between meetings, errands, project locations, or travel-related obligations.

Candidates local to Foster City or Silicon Valley are encouraged to apply. The Executive Director is based in the South Bay, and potential carpooling or shared travel logistics may be available depending on schedule and location.

Candidates outside the immediate area may also be considered if they are the right fit, reliable, and able to support the role’s in-person needs.

About the Role

The Executive Assistant will work directly with the Executive Director to help keep the schedule, priorities, documents, communications, errands, projects, and follow-ups organized.

This role requires someone who can think ahead, notice what is missing, follow up without being chased, and help create order from scattered information. The work may shift between executive administration, personal assistant duties, construction-adjacent coordination, office remodel support, creative research, travel logistics, and basic financial organization.

This is a strong fit for someone with experience in executive assistance, personal assistance, office administration, construction administration, real estate, project coordination, hospitality, finance administration, design support, gaming, art, creative work, vendor coordination, or business operations.

Candidates changing industries are welcome if they are serious, teachable, organized, and willing to learn.

Responsibilities May Include

• Managing calendar items, meetings, reminders, appointments, and follow-ups.
• Scheduling calls, vendor meetings, project visits, errands, and daily priorities.
• Preparing daily and weekly summaries, notes, task lists, and reminders.
• Organizing documents, folders, receipts, invoices, records, and project files.
• Drafting basic emails, messages, summaries, notes, and business documents.
• Following up with vendors, contractors, clients, consultants, designers, artists, and internal contacts.
• Helping with research, shopping, errands, pickups, drop-offs, and travel logistics.
• Driving or assisting with local transportation needs when required.
• Preparing documents, bags, folders, materials, or supplies before meetings or trips.
• Assisting with reservations, bookings, confirmations, travel planning, and day-of logistics.
• Keeping track of receipts, purchases, reimbursements, and related documentation.
• Helping organize project-related information, photos, proposals, invoices, and schedules.
• Assisting with construction-adjacent administration, office remodel coordination, and vendor research.
• Learning construction technology, project management systems, and basic financial organization.
• Supporting creative research, visual references, materials sourcing, design ideas, and presentation organization when needed.
• Handling confidential information with discretion and professionalism.
• Anticipating needs before they become urgent.

Personal Assistant & Travel Support

This role may include personal-assistant and executive-logistics support, especially when the Executive Director is traveling, moving between meetings, visiting project locations, or managing a busy schedule.

This may include driving, researching, shopping, route planning, preparing materials, picking up supplies, coordinating meals or reservations, organizing travel items, and helping manage practical details throughout the day.

The candidate should be comfortable assisting with both professional executive matters and practical day-to-day needs connected to the Executive Director’s schedule.

Project, Office Remodel & Operations Support

The Executive…