Job Description
Job Description
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,
Job Description
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,
Executive Assistant & Project Coordinator in pleasanton at Unknown Company
- Typical pay
- $43,940–$69,668
For context, most administrative assistants earn between $43,940–$69,668 a year according to Bureau of Labor Statistics wage data. What this particular role pays is set by the employer — check the description above.
This position is listed as contract and onsite.