Executive Assistant & Project Coordinator

Why We're Hiring

We’re at a point where leadership time is getting pulled into scheduling, follow-ups, and internal coordination. We need a dedicated Executive Assistant who can take full ownership of the day-to-day operational flow so decisions turn into execution.

This is not a passive admin role. It is a high-agency, high-trust position for someone who learns fast, takes initiative, and becomes the person who “owns the task” from start to finish.

The Role

Job overview

Happy Group is seeking an Executive Assistant & Project Coordinator to support leadership and keep the office running smoothly. You will manage calendars, communication, and task systems so nothing falls through the cracks.

You will also help translate priorities into clear next steps across the team, track follow-through, and proactively remove friction and task blockers. The ideal person enjoys creating order, loves closing loops, and is comfortable owning both small and complex tasks.

Key Responsibilities

• Task management + follow-through: Maintain a single source of truth for priorities and action items. Track tasks to completion, follow up on blockers, and ensure deadlines are met.
• Operational problem-solving: When something is unclear or stuck, you investigate, propose solutions, and move it forward.
• Process and systems maintenance: Keep trackers and workflows organized and up to date (Notion experience is a big plus).
• Office coordination: Keep internal communication moving, coordinate across departments, and ensure day-to-day office operations run cleanly.
• Meeting support: Prepare agendas, capture action items, and distribute clear next steps and owners.
• Calendar + scheduling ownership: Manage and optimize executive calendars, schedule meetings, handle reschedules, and protect focus time.

What Success Looks Like (90 days)

• Leadership calendars are controlled, intentional, and protected.
• Tasks have clear owners, deadlines, and status updates without leadership needing to chase.
• The office runs smoothly. Loose ends get closed and follow-ups happen automatically.
• Communication is organized and responses are timely, consistent, and on-brand.

What We’re Looking For

Must-haves

• Proactive, self-directed working style: you take ownership and learn tasks quickly.
• Strong calendar management and prioritization skills.
• High follow-through and attention to detail.
• Excellent written communication and judgment.
• Comfort handling sensitive information with discretion.

Nice-to-haves

• Notion power user (databases, task views, and clean workflows).
• Experience in a fast-paced environment (events, production, hospitality, operations).

Job details

• Job Type: Full-time
• Pay: $20.00 – $30.00 per hour (DOE)
• Location: Office is currently in Cerritos, CA

Pay: $20.00 - $30.00 per hour

Expected hours: 35.0 – 40.0 per week

Work Location: In person