Executive Assistant & Office Administrator

Prismhr Hire; Pleasant Hill (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Prismhr Hire in Pleasant Hill is seeking a highly organized Executive Assistant & Office Administrator to support executive leadership and the day-to-day operations of the Pleasant Hill office. This full-time, on-site role runs Monday–Friday, 8:00 a.m.

to 5:00 p.m., requiring discretion and the ability to handle a fast-paced entrepreneurial environment. Responsibilities include managing calendars, coordinating meetings and travel, drafting communications, tracking action items, preparing

Qualifications

• 3–5 years supporting senior executives or C-suite
• Strong organizational, calendar-management, and time-management skills
• Excellent written and verbal communication
• High discretion, professionalism, and sound judgment
• Proactive, resourceful, and independent work style
• Experience coordinating meetings, travel, and executive communications

Responsibilities

• Manage executive calendars, appointments, meetings, and scheduling priorities.
• Coordinate internal and external meetings; prepare agendas, documents, and presentations.
• Track commitments, deadlines, action items, and follow-ups.
• Draft and format emails, correspondence, and meeting materials.
• Handle confidential information with discretion and professionalism.
• Coordinate domestic and international travel; manage itineraries and logistics.
• Assist with expenses, receipts, and travel-related admin follow-up.
• Attend meetings, take notes, and document decisions and action items.
• Support project coordination and maintain deadlines and deliverables.
• Oversee Pleasant Hill office operations: vendors, supplies, files, and organization.

Skills

Calendar management

Time management

Communication

Discretion

Organizational skills

Proactive mindset

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.