Executive Assistant
Location: Pleasanton, CA | Onsite
Job Type: Full-Time
Department: Administrative / Operations
Compensation: $33.00–$38.00 per hour, depending on experience, plus eligibility for an annual bonus
About the Role:
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 within the security industry, physical security, guard services, or a similarly regulated workforce environment is highly preferred.
Key Responsibilities:
Executive and Administrative Support:
- 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.
Recruitment and Talent Acquisition:
- 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.
Onboarding and Orientation:
- 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.
Qualifications:
Experience:
- 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.
Technology:
- 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.
Communication:
- 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.
Organization and Professionalism:
- 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, resourceful, adaptable, and comfortable taking initiative.
Preferred Qualifications:
Security Industry Experience:
Direct experience supporting leadership, recruiting, administration, or operations within:
- Private security.
- Physical guard services.
- Executive protection.
- Corporate security.
- Event security.
- Security operations or similar workforce environments.
Compliance Knowledge:
Familiarity with:
- State and local security licensing requirements.
- Security guard license or Guard Card verification.
- Background check processes.
- Employee compliance documentation.
- Training and certification tracking.
- Personnel record management.
What We Offer:
Competitive Compensation:
- $33.00–$38.00 per hour, depending on experience, plus eligibility for an annual bonus.
Paid Time Off:
- Vacation, sick leave, and selected paid holidays.
Professional Development:
Opportunities to expand your knowledge and responsibilities across executive administration, recruiting, operations, training, and workforce management.
Career Growth:
This position offers the opportunity to become an integral part of a growing organization and take on increased responsibility as the company continues to develop.