Executive Personal Assistant

Operations & Personal Assistant

**Oakland, CA Full-Time Hourly, competitive rate + benefits**

The Role

Our CEO needs a right hand: someone who can take operational weight off his shoulders so he can focus on what he does best — talking to clients, solving technical problems, and leading the crew.

This person will manage the systems, schedules, projects, and follow-through that keep both the business and his personal commitments on track. You’ll work across business operations, property and relocation projects, household logistics, and family scheduling.

This is not a role where you’ll simply receive a list of tasks and complete them. You’ll need to maintain a clear picture of everything in motion, identify what needs to happen next, proactively follow up, and make sure important decisions and commitments don’t fall through the cracks.

What You’ll Own

• CEO’s time and information flow — Own and actively manage CEO’s calendar across business, personal, and family commitments. Look ahead, identify conflicts, protect time for priorities, prepare him for what’s coming, and make sure he is where he needs to be with the information he needs.
• Follow-through and accountability — Maintain visibility into open tasks, decisions, deadlines, and commitments. Follow up proactively, surface anything at risk of falling behind, and create time and structure for him to complete items that require his involvement.
• Property project management — Maintain the project schedule, coordinate communication with contractors, vendors, designers, and other stakeholders, track purchases and decisions, follow up on outstanding items, and ensure CEO has dedicated time to make decisions needed to keep the project moving.
• Family and household logistics — Maintain visibility into family commitments and household responsibilities, including school schedules and requirements, childcare and transportation coordination, appointments, activities, forms, deadlines, and other family logistics. Coordinate with family members, caregivers, schools, and service providers as needed.
• Inbox and communications management — Monitor and organize email inbox, identify messages requiring action, draft or send routine communications, coordinate scheduling and follow-ups, and make sure important conversations reach resolution. Also, replying to different inquiries or passing along to the correct lines of communication is a must.
• Day-to-day problem solving — Handle the unexpected. Research solutions, coordinate logistics, make calls, track down information, and determine the next step when something doesn’t fit neatly into an existing system.

Time:

40 hours per week; full time. Can be worked remotely with the exception of 2-3 in person meetings a week and occasional offsite errands.

Who You Are

• Organized to your core. You have your own systems, and you actually use them.
• A self-starter. You see what’s needed and you go do it. You don’t wait for a checklist.
• Calm in chaos. You genuinely like untangling the knotted necklace. A messy inbox or a scheduling conflict doesn’t rattle you, it interests you.
• High EQ. You can talk to a crew member, a client, a nine-year-old, and CEO himself, all in the same hour, and adjust how you show up for each.
• Reliable. People already describe you as the one who follows through.
• A strong communicator. You know when to handle something independently, when to ask a question, and when something needs to be escalated immediately. You identify roadblocks and efficiently communicate when the baton needs to be passed.
• You don’t need past “personal assistant” experience. You need a track record, in whatever you’ve done, of bringing order to something that was disorganized.
• Tech-saavy! You’re familiar with G-suite, have your favorite tech software tools, and triaging minor computer issues/glitches is something you’re comfortable with.

Why This Role

You’d be joining a small, well-loved local business at a real growth point, working closely with the people who built it. High trust, high impact, real variety in the work. If you like being the person who makes everything run smoother behind the scenes, this is that job.

Pay: $35.00 - $40.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Oakland, CA 94601