Executive Assistant

Jobtailor; Walnut Creek (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Jobtailor seeks an experienced Executive Assistant to support two co-founders in Walnut Creek, CA. You will manage complex calendars, coordinate travel, and organize end-to-end meetings with discretion and professionalism.

In this fast-paced startup, you’ll be the primary liaison between founders, the team, partners, and investors, handling office duties, materials for board updates, and sensitive information with tact.

Qualifications

• 3+ years of experience supporting C-level executives in startup environments.
• Excellent judgment with confidential information.
• Strong written and verbal communication; represent founders externally.
• Based in Walnut Creek, CA; in-office 2 days/week.
• Experience with Google Workspace, Notion, travel and expense systems.

Responsibilities

• Manage calendars for two co-founders and resolve conflicts with shifting needs.
• Book domestic and international travel; handle changes and day-of issues.
• Coordinate end-to-end meetings: scheduling, agendas, logistics, follow-up.
• Assist home managers with at-home obligations scheduling.
• Oversee light Walnut Creek office management: supplies, vendors, mail, seating.
• Serve as liaison between founders, team, partners, investors, and candidates.
• Prepare materials for board meetings and investor updates.
• Handle expense reports and other admin tasks with discretion.
• Anticipate needs and remove friction from founders day-to-day.

Skills

Executive Support Experience

Calendar Management

Travel Coordination

Meeting Coordination

Office Management

Strong Communication Skills

Organizational Skills

Detail-Oriented

Calm Under Pressure

Juggle Competing Priorities

Tools

Google Workspace

Notion

Calendar Management Platforms

Travel Management Platforms

Expense Systems

Job description

• Manage complex, frequently-changing calendars for two co-founders, proactively resolving conflicts and prioritizing time against shifting business needs
• Book and manage domestic and international travel, including itineraries, changes, and day-of issue resolution
• Coordinate internal and external meetings end-to-end — scheduling, agendas, logistics, room/video setup, and follow-through on action items
• Coordinate with home managers to flag prioritize and help manage at-home obligations against a very dynamic and demanding work schedule
• Own light office management for the Walnut Creek office: supplies, vendor relationships, mail, seating/space needs, and general upkeep
• Serve as a key point of contact between the founders and internal team, external partners, investors, and candidates
• Prepare and organize materials for board meetings, investor updates, and leadership offsites
• Handle expense reports and other administrative tasks with discretion and accuracy
• Anticipate needs before they're asked — flagging conflicts, prepping context, and removing friction from the founders' day-to-day

Requirements

• 3+ years of experience as an Executive Assistant supporting C-level or founder-level executives, ideally in a startup or fast-paced environment
• Excellent judgment with confidential and sensitive information
• Strong written and verbal communication — comfortable representing the founders in external-facing correspondence
• Highly organized, detail-oriented, and able to juggle competing priorities without dropping things
• Comfortable with ambiguity and last-minute changes; calm under pressure
• Based in or near Walnut Creek, CA, and able to be in-office 2 days/week (with occasional flexibility for additional in-person needs)
• Experience with tools such as Google Workspace, Notion, calendar/travel management platforms, and expense systems

Core Competencies

Demonstrates expertise in managing complex calendars, coordinating travel logistics, and facilitating effective communication between executives and stakeholders. Proficient in handling confidential information and maintaining organization in a fast-paced, dynamic environment.

Highest-signal resume keywords

• Executive Support Experience
• Calendar Management
• Travel Coordination
• Strong Communication Skills
• Organizational Skills

ATS Optimization Keywords

Hard Skills

• Calendar Management
• Travel Coordination
• Expense Reporting
• Meeting Coordination
• Office Management

Soft Skills

• Excellent Judgment
• Detail-Oriented
• Calm Under Pressure
• Ability to Juggle Competing Priorities
• Comfortable with Ambiguity

Industry Keywords

• C-Level Support
• Startup Environment
• Fast-Paced Environment
• Confidential Information
• Internal and External Communication

Tools & Technologies

• Google Workspace
• Notion
• Calendar Management Platforms
• Travel Management Platforms
• Expense Systems