Executive Assistant

Executive Assistant

Location: Pleasanton, CA Onsite

Job Type: Full-Time

Department: Administrative / Operations

Compensation: $33.00–$38.00 per hour, depending on experience, plus eligibility for an annual bonus

About the Role:

We are seeking an organized, proactive, and detail-oriented Executive Assistant to join our team in Pleasanton, California. This is a multifaceted position that combines executive-level administrative support with recruitment coordination, employee onboarding, and day-to-day operational support. The ideal candidate is someone who takes ownership of their responsibilities, communicates professionally, keeps systems organized, and can confidently manage multiple priorities in a fast-paced environment. Experience within the security industry, physical security, guard services, or a similarly regulated workforce environment is highly preferred.

Key Responsibilities:

Executive and Administrative Support:

• Provide high-level administrative support to company leadership, including calendar management, meeting coordination, scheduling, and daily prioritization.
• Maintain organized digital records, personnel documentation, operational files, and compliance-related records.
• Serve as a professional point of contact for internal team members, candidates, external partners, vendors, and general inquiries.
• Assist leadership with executive reporting, follow-up items, documentation, and administrative projects.
• Support operational scheduling, shift coordination, meetings, training sessions, and other company activities.
• Help maintain efficient administrative systems and identify opportunities to improve internal workflows and organization.
• Handle confidential and sensitive company and personnel information with discretion and professionalism.

Recruitment and Talent Acquisition:

• Create and post job advertisements across job boards, social media channels, and industry-specific recruiting platforms.
• Review and screen resumes based on position requirements.
• Conduct initial candidate phone screens and identify qualified candidates for advancement.
• Maintain an active pipeline of candidates for current and anticipated staffing needs.
• Coordinate interviews between candidates, hiring managers, and company leadership across multiple calendars.
• Maintain and update the company’s Applicant Tracking System (ATS), ensuring candidate information and recruitment records remain accurate and current.
• Communicate professionally with candidates throughout the recruitment process.
• Assist with recruiting follow-up, interview documentation, candidate disposition, and hiring coordination.

Onboarding and Orientation:

• Coordinate the new-hire onboarding process from offer acceptance through orientation and deployment readiness.
• Ensure required employment and compliance documentation is completed accurately and on time.
• Coordinate background checks, license verification, credential review, and other applicable pre-employment requirements.
• Assist with employee setup, including equipment, credentials, identification, badging, uniforms, and administrative access where applicable.
• Lead professional and engaging new-hire orientation sessions covering company policies, workplace expectations, culture, professionalism, and operational standards.
• Maintain accurate onboarding records and track outstanding requirements through completion.
• Coordinate with management and operations personnel to ensure new employees are prepared for their assigned responsibilities.
• May conduct classroom instruction or facilitate training modules for new hires and existing employees as needed.

Qualifications:

Experience:

• 3–5 years of experience in executive assistance, administrative coordination, recruitment coordination, office operations, or a related role.
• Demonstrated experience supporting leadership and managing multiple priorities simultaneously.
• Experience working in a fast-paced or high-volume professional environment.

Technology:

• Proficiency with Applicant Tracking Systems (ATS).
• Proficiency with Google Workspace and/or Microsoft Office, including Outlook, Word, Excel, and calendar management.
• Strong working knowledge of scheduling, communication, document management, and administrative software.
• Familiarity with and active use of AI tools to improve administrative efficiency, candidate sourcing, research, communication, docume…