Executive Assistant Office Administrator

New U Life; Pleasant Hill (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

New U Life seeks an organized, proactive Executive Assistant & Office Administrator to support executive leadership and daily operations in our Pleasant Hill office. This full-time, on-site role runs Monday–Friday, 8:00 a.m.–5:00 p.m.

Candidates should be discreet, resourceful, and able to thrive in a fast-paced entrepreneurial environment. The position covers calendar management, meeting coordination, travel arrangements, document preparation, and confidential correspondence.

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.
• High level of discretion, professionalism, and sound judgment.
• Proactive, resourceful, and comfortable working independently.
• Strong follow-through and ability to manage multiple competing priorities.
• Experience with Google Workspace and/or Microsoft Office.
• Must be able to work on-site in Pleasant Hill Monday through Friday, 8:00 a.m.–5:00 p.m.

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.

Skills

Calendar management

Time management

Communication

Discretion

Independence

Project coordination

Google Workspace

Microsoft Office

Tools

Google Workspace

Microsoft Office

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.