Executive Assistant

Pivot Point Solutions; Town of Oakland (WI); On-site; USD 44,000 - 59,000; Full time

Job summary

Pivot Point Solutions is seeking an experienced Senior Director’s Assistant to provide high-level administrative support to three Director-level leaders in Oakland, CA. This onsite role manages calendars, coordinates travel, and prepares executive communications in a fast-paced environment.

The ideal candidate has 3+ years supporting senior leaders, strong organizational and communication skills, and is comfortable handling budgets, onboarding, compliance, and HR-related tasks.

Qualifications

• High School Diploma or GED.
• 3+ years direct experience supporting multiple Directors or above.
• Experience managing multiple executive calendars simultaneously.
• Experience coordinating executive meetings, travel, expenses, events, and business communications.
• Strong organizational skills with the ability to manage competing priorities and deadlines.
• Strong written communication, proofreading, formatting, and document-preparation skills.
• Ability to independently track commitments, follow up on outstanding items, and maintain organization across multiple leaders.
• Experience handling confidential or sensitive business information professionally.
• Proficiency with standard business productivity, calendar, presentation, spreadsheet, and virtual meeting tools.
• Ability to work onsite five days per week and travel locally between Bay Area offices as needed.

Responsibilities

• Manage complex calendars for three Directors, including scheduling, prioritization, conflicts, and last-minute changes.
• Coordinate meetings, conference rooms, virtual meetings, agendas, attendees, and related logistics.
• Prepare, proofread, edit, and format correspondence, presentations, reports, agendas, and other business documents.
• Track action items, deadlines, and outstanding requests and follow up with appropriate stakeholders.
• Coordinate executive travel, itineraries, events, conferences, catering, and local office activities.
• Prepare and process expense reports, invoices, purchase orders, commercial card reconciliations, and other administrative financial transactions.
• Assist with budget-related administrative activities, reporting, and department tracking.
• Support onboarding, training coordination, HR processes, safety and compliance activities, and employee documentation.
• Maintain distribution lists, organizational charts, electronic records, filing systems, and department documentation.
• Coordinate office supplies, equipment requests, facilities needs, and building service requests.
• Prepare reports and track department metrics to support leadership and operational decision-making.
• Identify opportunities to improve administrative processes, workflows, and department organization.
• Provide backup administrative support to other leaders and teams as needed.

Skills

Calendar management

Travel coordination

Executive support

Proofreading & editing

Documentation & formatting

Budget & expenses

Communication skills

Organizational skills

Confidential information handling

Education

High School Diploma or GED

Associate’s degree or equivalent

Tools

Microsoft Office/Google Workspace

Calendar tools

Video conferencing tools

Job description

Pivot Point Solutions

Pivot Point Solutions is a California-based technology consulting firm that specializes in delivering IT solutions and support for the construction and utility industries. We partner with organizations across the state to provide reliable technology services that improve operational efficiency, enhance project delivery, and support critical business systems.

Our team understands the unique technology challenges facing construction and utility organizations, from field operations and infrastructure projects to enterprise applications and cybersecurity. By combining industry expertise with responsive service, we help clients modernize their technology environments, streamline workflows, and maintain secure, reliable IT systems that support long-term growth.

Job Overview

Title: Executive Assistant
Sector: Business Operations / Administration
Seniority: Mid-level
Location: Oakland, CA
Job Type: Onsite – 5 Days per Week with Local Bay Area Travel
Contract Length: 6 months
Compensation: $32-$43/hour

Role Overview

Pivot Point Solutions is seeking an experienced Senior Director’s Assistant to provide high-level administrative and operational support to three Director-level leaders. This position requires someone who can independently manage complex schedules, coordinate meetings and travel, prepare executive-level communications and documents, and keep multiple priorities moving in a fast-paced professional environment.

The ideal candidate has direct experience supporting multiple Director-level or senior leaders simultaneously and is comfortable balancing executive support with broader department operations, including expenses, purchasing, reporting, onboarding, compliance, records management, and process coordination.

Your Day-to-Day Activities

• Manage complex calendars for three Directors, including scheduling, prioritization, conflicts, and last-minute changes.

• Coordinate meetings, conference rooms, virtual meetings, agendas, attendees, and related logistics.

• Prepare, proofread, edit, and format correspondence, presentations, reports, agendas, and other business documents.

• Track action items, deadlines, and outstanding requests and follow up with appropriate stakeholders.

• Coordinate executive travel, itineraries, events, conferences, catering, and local office activities.

• Prepare and process expense reports, invoices, purchase orders, commercial card reconciliations, and other administrative financial transactions.

• Assist with budget-related administrative activities, reporting, and department tracking.

• Support onboarding, training coordination, HR processes, safety and compliance activities, and employee documentation.

• Maintain distribution lists, organizational charts, electronic records, filing systems, and department documentation.

• Coordinate office supplies, equipment requests, facilities needs, and building service requests.

• Prepare reports and track department metrics to support leadership and operational decision-making.

• Identify opportunities to improve administrative processes, workflows, and department organization.

• Provide backup administrative support to other leaders and teams as needed.

The Job Requirements

• High School Diploma or GED.

• At least 3 years of direct experience supporting multiple Director-level leaders or above.

• Demonstrated experience managing multiple complex executive calendars simultaneously.

• Experience coordinating executive meetings, travel, expenses, events, and business communications.

• Strong organizational skills with the ability to manage competing priorities and deadlines.

• Strong written communication, proofreading, formatting, and document-preparation skills.

• Ability to independently track commitments, follow up on outstanding items, and maintain organization across multiple leaders.

• Experience handling confidential or sensitive business information professionally.

• Proficiency with standard business productivity, calendar, presentation, spreadsheet, and virtual meeting tools.

• Ability to work onsite five days per week and travel locally between Bay Area offices as needed.

You’ll Stand Out If You Have

• 4+ years of professional administrative or executive support experience.

• Associate’s degree or equivalent professional experience.

• Experience supporting three or more Director, Senior Director, VP, or executive-level leaders simultaneously.

• Experience working within a large corporate, utility, construction, engineering, or similarly complex organization.

• Experience processing purchase orders, invoices, expense reports, commercial card reconciliations, and budget-related administrative activities.

• Experience supporting onboarding, compliance, training, organizational reporting, or department operations.

• Demonstrated experience improving administrative processes or executive workflows.

About Pivot Point Solutions

Pivot Point Solutions delivers technology consulting and professional support services to organizations throughout California’s construction and utility industries. Our consultants work alongside client teams to support critical business operations, technology environments, and organizational initiatives.

We provide experienced professionals who can quickly integrate into complex organizations, collaborate effectively with leadership and cross‑functional teams, and provide dependable support that keeps business operations moving forward.