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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%)
ā Own the owner's calendar: schedule meetings across entities, resolve conflicts, and send confirmations and reminders
ā Coordinate travel, appointments, and logistics
ā Prepare meeting materials and agendas; take notes and circulate action items
ā Manage and triage incoming correspondence, draft routine responses
ā Serve as a professional point of contact for external parties on the owner's behalf
Project Coordination (approx. 30%)
ā Maintain project trackers and status logs across affiliated companies; update regularly and flag items falling behind schedule
ā Follow up with internal and external parties on outstanding deliverables and deadlines
ā Coordinate schedules and materials for project meetings and check-ins
ā Conduct basic research and compile findings into clear summaries
ā Track recurring business deadlines ā license and registration renewals, filings, contract dates ā and surface them well in advance
Records & Document Management (approx. 20%)
ā Organize contracts, agreements, and business records; maintain a clear document index by entity
ā Assemble and route documents for review and signature; track what is outstanding
ā Maintain lease files, insurance certificates, and vendor agreements
ā Monitor lease expiration and renewal dates and raise them ahead of time
ā Maintain organized digital and physical filing systems across all locations
General Business Support (approx. 15%)
ā Coordinate with vendors and service providers on scheduling, quotes, and follow-up
ā Manage office supplies, equipment, and facility needs across both locations
ā Prepare and organize expense documentation for bookkeeping review
ā Maintain contact lists, account credentials, and reference documentation
ā Support ad hoc administrative needs as they arise across the business
Qualifications
Required
ā 2+ years in executive support, administrative coordination, or project coordination
ā Strong working knowledge of Google Workspace or Microsoft Office, especially calendar tools and spreadsheets
ā Track record of managing multiple deadlines without dropping any of them
ā Clear, professional, warm written and verbal communication
ā Demonstrated discretion handling confidential business and personal information
ā Able to work on-site in Pleasanton
Preferred
ā Experience supporting a business owner or executive with multiple ventures
ā Exposure to real estate, investments, or professional services
ā 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
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%)
ā Own the owner's calendar: schedule meetings across entities, resolve conflicts, and send confirmations and reminders
ā Coordinate travel, appointments, and logistics
ā Prepare meeting materials and agendas; take notes and circulate action items
ā Manage and triage incoming correspondence, draft routine responses
ā Serve as a professional point of contact for external parties on the owner's behalf
Project Coordination (approx. 30%)
ā Maintain project trackers and status logs across affiliated companies; update regularly and flag items falling behind schedule
ā Follow up with internal and external parties on outstanding deliverables and deadlines
ā Coordinate schedules and materials for project meetings and check-ins
ā Conduct basic research and compile findings into clear summaries
ā Track recurring business deadlines ā license and registration renewals, filings, contract dates ā and surface them well in advance
Records & Document Management (approx. 20%)
ā Organize contracts, agreements, and business records; maintain a clear document index by entity
ā Assemble and route documents for review and signature; track what is outstanding
ā Maintain lease files, insurance certificates, and vendor agreements
ā Monitor lease expiration and renewal dates and raise them ahead of time
ā Maintain organized digital and physical filing systems across all locations
General Business Support (approx. 15%)
ā Coordinate with vendors and service providers on scheduling, quotes, and follow-up
ā Manage office supplies, equipment, and facility needs across both locations
ā Prepare and organize expense documentation for bookkeeping review
ā Maintain contact lists, account credentials, and reference documentation
ā Support ad hoc administrative needs as they arise across the business
Qualifications
Required
ā 2+ years in executive support, administrative coordination, or project coordination
ā Strong working knowledge of Google Workspace or Microsoft Office, especially calendar tools and spreadsheets
ā Track record of managing multiple deadlines without dropping any of them
ā Clear, professional, warm written and verbal communication
ā Demonstrated discretion handling confidential business and personal information
ā Able to work on-site in Pleasanton
Preferred
ā Experience supporting a business owner or executive with multiple ventures
ā Exposure to real estate, investments, or professional services
ā 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
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