We are seeking a highly organized, proactive, and professional Executive Assistant & Office Administrator to support executive leadership and the day-to-day operations of our Pleasant Hill office.
This is a full-time, on-site position, Monday through Friday from 8:00 a.m. to 5:00 p.m. The ideal candidate is resourceful, detail-oriented, discreet, and comfortable working in a fast-paced entrepreneurial environment where priorities may shift.
Responsibilities
- Manage executive calendars, appointments, meetings, and scheduling priorities.
- Coordinate internal and external meetings and prepare agendas, documents, presentations, and other materials.
- Track commitments, deadlines, action items, and follow-up items.
- Draft, proofread, and format emails, correspondence, presentations, reports, and meeting materials.
- Communicate professionally with employees, executives, vendors, business partners, and other stakeholders.
- Handle confidential and sensitive information with discretion.
- Coordinate domestic and international travel, including flights, hotels, transportation, and itineraries.
- Assist with expenses, receipts, and travel-related administrative follow-up.
- Attend selected meetings, take notes, and document decisions and action items.
- Assist with project coordination and help keep deadlines and deliverables on track.
- Support the day-to-day administration of the Pleasant Hill office, including vendors, supplies, deliveries, office services, files, and general organization.
- Assist executive leadership with research, presentations, planning, and special projects.
- Maintain administrative systems, trackers, templates, and organizational processes.
- Take ownership of assigned responsibilities and follow them through to completion.
Qualifications
- 3–5 years of experience supporting senior executives, founders, business owners, or C-suite leaders.
- Strong organizational, calendar-management, and time-management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and proofreading ability.
- High level of discretion, professionalism, and sound judgment.
- Proactive, resourceful, and comfortable working independently.
- Strong follow-through and ability to manage multiple competing priorities.
- Proficiency with Google Workspace and/or Microsoft Office.
- Experience coordinating meetings, travel, projects, and executive communications.
- Must be able to work on-site in Pleasant Hill Monday through Friday, 8:00 a.m.–5:00 p.m.
Preferred Experience
- Experience supporting multiple executives.
- Experience in a founder-led or entrepreneurial organization.
- Experience working across multiple projects, departments, or affiliated businesses.
- Familiarity with project-management and document-management platforms.