Executive Assistant & Project Coordinator

S5 Global Inc; Pleasanton (CA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Paid time off

Bonus based on performance

Job summary

S5 Global Inc in Pleasanton, CA is seeking an Executive Assistant & Project Coordinator to support the owner across affiliated companies. You will own the calendar, track deadlines from multiple entities, and maintain organized records across every entity.

This role requires meticulous follow-up, drafting routine responses, coordinating travel, preparing meeting materials, and serving as a professional contact for external parties on the owner's behalf. On-site work in Pleasanton is required.

Qualifications

• 2+ years in executive support, administrative coordination, or project coordination
• Strong working knowledge of Google Workspace or Microsoft Office, especially calendar tools and spreadsheets
• Track record of managing multiple deadlines without dropping any of them
• Clear, professional, warm written and verbal communication
• Demonstrated discretion handling confidential business and personal information
• Able to work on-site in Pleasanton

Responsibilities

• Own the owner's calendar: schedule meetings across entities, resolve conflicts, and send confirmations and reminders
• Coordinate travel, appointments, and logistics
• Prepare meeting materials and agendas; take notes and circulate action items
• Manage and triage incoming correspondence, draft routine responses
• Serve as a professional point of contact for external parties on the owner's behalf
• Maintain project trackers and status logs across affiliated companies; update regularly and flag items falling behind schedule
• Follow up with internal and external parties on outstanding deliverables and deadlines
• Coordinate schedules and materials for project meetings and check-ins
• Conduct basic research and compile findings into clear summaries
• Track recurring business deadlines - license and registration renewals, filings, contract dates and surface them well in advance
• Organize contracts, agreements, and business records; maintain a clear document index by entity
• Assemble and route documents for review and signature; track what is outstanding
• Maintain lease files, insurance certificates, and vendor agreements
• Monitor lease expiration and renewal dates and raise them ahead of time
• Maintain organized digital and physical filing systems across all locations
• Coordinate with vendors and service providers on scheduling, quotes, and follow-up
• Manage office supplies, equipment, and facility needs across both locations
• Prepare and organize expense documentation for bookkeeping review
• Maintain contact lists, account credentials, and reference documentation
• Support ad hoc administrative needs as they arise across the business

Skills

Calendar management

Communication

Discretion

On-site Pleasanton

Tools

Google Workspace

Microsoft Office

Asana

Notion

Monday.com

Job description

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%)

• Own the owner's calendar: schedule meetings across entities, resolve conflicts, and send confirmations and reminders
• Coordinate travel, appointments, and logistics
• Prepare meeting materials and agendas; take notes and circulate action items
• Manage and triage incoming correspondence, draft routine responses
• Serve as a professional point of contact for external parties on the owner's behalf

Project Coordination (approx. 30%)

• Maintain project trackers and status logs across affiliated companies; update regularly and flag items falling behind schedule
• Follow up with internal and external parties on outstanding deliverables and deadlines
• Coordinate schedules and materials for project meetings and check-ins
• Conduct basic research and compile findings into clear summaries
• Track recurring business deadlines - license and registration renewals, filings, contract dates and surface them well in advance

Records & Document Management (approx. 20%)

• Organize contracts, agreements, and business records; maintain a clear document index by entity
• Assemble and route documents for review and signature; track what is outstanding
• Maintain lease files, insurance certificates, and vendor agreements
• Monitor lease expiration and renewal dates and raise them ahead of time
• Maintain organized digital and physical filing systems across all locations

General Business Support (approx. 15%)

• Coordinate with vendors and service providers on scheduling, quotes, and follow-up
• Manage office supplies, equipment, and facility needs across both locations
• Prepare and organize expense documentation for bookkeeping review
• Maintain contact lists, account credentials, and reference documentation
• Support ad hoc administrative needs as they arise across the business

Qualifications

Required

• 2+ years in executive support, administrative coordination, or project coordination
• Strong working knowledge of Google Workspace or Microsoft Office, especially calendar tools and spreadsheets
• Track record of managing multiple deadlines without dropping any of them
• Clear, professional, warm written and verbal communication
• Demonstrated discretion handling confidential business and personal information
• Able to work on-site in Pleasanton

Preferred

• Experience supporting a business owner or executive with multiple ventures
• Exposure to real estate, investments, or professional services
• Familiarity with project tracking tools (Asana, Monday, Notion, or similar)