Executive Assistant & Project Coordinator

Description

Executive Assistant & Project coordinator

Status: Part-Time (25-30 hours/week, Monday–Friday)

Pay: $20.00- $22.00/hour, depending on experience

Benefits: Employees working 30 or more hours per week are eligible for health, dental, and vision insurance, paid holidays, PTO, and 401(k) with company matching. Employees working fewer than 30 hours per week are eligible for sick time only

Location: Brea, CA

About the Role

We are seeking a highly organized, resourceful, and proactive Executive Assistant to support our company owners with administrative tasks, research, and various projects. The ideal candidate can manage multiple priorities, communicate effectively, work independently, and follow tasks through to completion with minimal direction.

We are looking for a natural problem-solver who takes initiative, embraces technology and AI, and continually looks for smarter ways to work.

Job Responsibilities

• Manage calendars, meetings, and travel arrangements.
• Create presentations, PowerPoint slide decks, spreadsheets, and business documents.
• Conduct research and assist with company projects and new clinic location setups.
• Organize tasks, track deadlines, coordinate projects, and ensure follow-through.
• Manage competing priorities while maintaining accuracy and attention to detail.
• Communicate professionally and proactively with internal and external contacts.
• Identify problems, find solutions, and take initiative without constant direction.
• Utilize AI tools to improve productivity, streamline workflows, and support research and communication.
• Maintain organized records and handle confidential information appropriately.

Requirements

Job Requirements

• Previous experience in an executive assistant, administrative, or similar role preferred.
• Exceptional organizational, multitasking, and time management skills.
• Strong written and verbal communication skills.
• Resourceful, proactive, and able to work independently.
• Strong follow-through and the ability to manage competing deadlines.
• Proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.
• Comfortable learning new software and navigating multiple technology platforms.
• Strong AI proficiency, including effective prompt writing and the ability to apply AI tools to everyday business tasks.
• Sound judgment, attention to detail, and discretion with confidential information.

Technology & AI Proficiency

AI and technology are important to this role. Candidates should be comfortable using AI tools to improve efficiency, support research and writing, organize information, and streamline administrative processes. The ability to create effective prompts, evaluate AI-generated results for accuracy, and use technology to identify smarter ways of working is essential.

Resourcefulness is our number one priority. We want someone who takes ownership, anticipates needs, solves problems, and gets things done without needing constant direction. The right candidate is organized, adaptable, an excellent communicator, and always looking for ways to work smarter and more efficiently.