Job Description

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.

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