Executive Assistant & Project Coordinator

Benefits:

• Paid time off
• Bonus based on performance

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.
[email protected]