Executive Assistant

We are seeking an organized, proactive, and detail-oriented Executive Assistant to join our team in Pleasanton, California.

This is a multifaceted position that combines executive-level administrative support with recruitment coordination, employee onboarding, and day-to-day operational support. The ideal candidate is someone who takes ownership of their responsibilities, communicates professionally, keeps systems organized, and can confidently manage multiple priorities in a fast-paced environment.

Experience with in the security industry, physical security, guard services, or a similarly regulated workforce environment is highly preferred.

Provide high-level administrative support to company leadership, including calendar management, meeting coordination, scheduling, and daily prioritization.

Maintain organized digital records, personnel documentation, operational files, and compliance-related records.

Serve as a professional point of contact for internal team members, candidates, external partners, vendors, and general inquiries.

Assist leadership with executive reporting, follow-up items, documentation, and administrative projects.

Support operational scheduling, shift coordination, meetings, training sessions, and other company activities.

Help maintain efficient administrative systems and identify opportunities to improve internal workflows and organization.

Handle confidential and sensitive company and personnel information with discretion and professionalism.

Create and post job advertisements across job boards, social media channels, and industry-specific recruiting platforms.

Review and screen resumes based on position requirements.

Conduct initial candidate phone screens and identify qualified candidates for advancement.

Maintain an active pipeline of candidates for current and anticipated staffing needs.

Coordinate interviews between candidates, hiring managers, and company leadership across multiple calendars.

Maintain and update the company's Applicant Tracking System (ATS), ensuring candidate information and recruitment records remain accurate and current.

Communicate professionally with candidates throughout the recruitment process.

Assist with recruiting follow-up, interview documentation, candidate disposition, and hiring coordination.

Coordinate the new-hire onboarding process from offer acceptance through orientation and deployment readiness.

Ensure required employment and compliance documentation is completed accurately and on time.

Coordinate background checks, license verification, credential review, and other applicable pre-employment requirements.

Assist with employee setup, including equipment, credentials, identification, badging, uniforms, and administrative access where applicable.

Lead professional and engaging new-hire orientation sessions covering company policies, workplace expectations, culture, professionalism, and operational standards.

Maintain accurate onboarding records and track outstanding requirements through completion.

Coordinate with management and operations personnel to ensure new employees are prepared for their assigned responsibilities.

May conduct classroom instruction or facilitate training modules for new hires and existing employees as needed.

3–5 years of experience in executive assistance, administrative coordination, recruitment coordination, office operations, or a related role.

Demonstrated experience supporting leadership and managing multiple priorities simultaneously.

Experience working in a fast-paced or high-volume professional environment.

Proficiency with Applicant Tracking Systems (ATS).

Proficiency with Google Workspace and/or Microsoft Office, including Outlook, Word, Excel, and calendar management.

Strong working knowledge of scheduling, communication, document management, and administrative software.

Familiarity with and active use of AI tools to improve administrative efficiency, candidate sourcing, research, communication, documentation, and workflow management.

Ability to learn new technology and internal systems quickly.

Exceptional written and verbal communication skills.

Professional, polished, and service-oriented communication style.

Ability to communicate effectively with executives, employees, candidates, clients, vendors, and external partners.

Strong interpersonal skills and professional judgment.

Excellent organizational and time-management skills.

Strong attention to detail and accuracy.

Ability to manage multiple projects, deadlines, calendars, and competing priorities.

Ability to work independently while remaining responsive to leadership and operational needs.

High level of discretion when handling confidential employee, candidate, company, and executive information.

Dependable,…