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.

hr@aurum.pe





Skills:

Administrative Skills, Bookkeeping, Business Support, Calendar Management, Contact Management, Documentation, Executive Assistant Skills , File Maintenance, Insurance Documentation, Leasing, Logistics, Mail Processing, Microsoft Office, Office Equipment, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Professional Services, Project Tracking, Project/Program Coordination, Real Estate, Record Keeping, Research Skills, Spreadsheets, Time Management, Travel Planning



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S5 Global Inc