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.
hr@aurum.pe