Executive Assistant

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Part Time San Leandro, CA, US

Salary Range: $30.00 To $40.00 Hourly

EMPLOYER:

Pinx Catering

DEPARTMENT:
Administration

REPORTS TO:

CEO/Owner

We are seeking a highly organized, proactive, and resourceful Part‑Time Executive Assistant to support the Owner/CEO in day‑to‑day operations, communications, and business administration. This dynamic role is ideal for someone who thrives in a fast‑paced, entrepreneurial environment and can anticipate needs before they arise. The Executive Assistant will serve as a trusted partner to the CEO, helping streamline operations so leadership can stay focused on growth and client relationships.

• Manage the CEO’s calendar, scheduling meetings, appointments, and events
• Screen and prioritize emails, calls, and correspondence on behalf of the CEO
• Prepare documents, reports, presentations, and meeting agendas
• Take meeting notes and distribute action items
• Prepare briefing documents before important meetings
• Handle travel arrangements and logistics as needed

• Act as a liaison between the CEO and internal team members, vendors, and clients
• Track deadlines, follow up on open action items, and ensure commitments are met
• Maintain organized digital and physical filing systems
• Support event coordination and assist with catering‑related administrative tasks

• Draft professional communications, proposals, and client‑facing correspondence
• Help manage relationships with vendors, partners, and community contacts
• Process invoices, track expenses, and support light bookkeeping tasks
• Assist with ordering supplies and maintaining vendor account information

• Conduct research on vendors, competitors, or business opportunities
• Prepare cost comparisons or summaries for CEO decision‑making
• Assist with personal errands, appointments, and reservations

• 2+ years of experience as an executive assistant, office manager, or in a similar administrative support role
• Exceptional organizational skills with a strong attention to detail
• Outstanding written and verbal communication skills
• Proficient in Google Workspace (Gmail, Calendar, Docs, Sheets, Drive) and Microsoft Office
• Ability to handle confidential information with professionalism and discretion
• Self‑starter who can manage multiple priorities independently

• Experience in the food service, hospitality, or events industry
• Familiarity with project management tools (Slack, Trello, etc.)
• Experience supporting a small business owner or entrepreneur
• Basic knowledge of Quick Books or similar accounting software

• Adaptability – Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality – Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Dependability – Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative – Volunteers readily; undertakes self‑development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.
• Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
• Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position;…