Executive Personal Assistant

POSITION OVERVIEWWe are seeking a tech-savvy, entrepreneurial, and grounded Executive Personal Assistant to support our CEO. This person will play a critical role in enabling the CEO to lead strategically by managing daily operations, information flow, communications, and personal logistics with discretion and excellence. The ideal candidate is fast-learning, curious, and deeply organized. We want someone who thrives in a mission-driven, high-accountability environment and understands the importance of protecting a leader’s time and focus.This is a full-time, salaried exempt role based in-person at ONGB’s Oakland office. Local errands and occasional home office tasks are also part of this role.KEY RESPONSIBILITIESExecutive SupportManage and prioritize the CEO’s daily and long-term calendar, including meetings, calls, events, and travelDraft, screen, and manage professional communications, emails, and internal messagesPrepare briefing materials, agendas, and summaries for meetings; track follow-upsMaintain organized digital and physical records, ensuring confidentiality and accuracyAnticipate CEO needs and proactively remove operational obstaclesOperations & Special ProjectsCoordinate key projects, research assignments, or events led by the CEOConduct background research on funders, community partners, and program topicsTrack and follow up on tasks and deadlines across departmentsMaintain organized systems for filing, scheduling, and documentationManage projects and workflows for CEOTech & Tools SupportMaintain the CEO’s Notion dashboards and systems (goals, to-dos, notes, etc.)Use Airtable to organize and update data, schedules, contact logs, and workflowsNavigate and troubleshoot tools like Google Workspace, Slack, Zoom, Canva, and DropboxHelp format and/or create presentations, grant materials, or digital content when neededResearch new tools or processes to improve executive efficiencyPersonal Errands & Home Office SupportRun local errands and assist with personal logistics to support the CEO’s overall capacityManage home office tasks and supplies, coordinating with vendors or household support as neededEnsure boundaries and discretion are upheld when handling personal mattersCulture & Relationship StewardshipRepresent the CEO and ONGB with professionalism, warmth, and a can-do attitudeSupport a work culture rooted in trust, respect, wellness, and accountabilityOther duties as requested by the CEOQUALIFICATIONSRequiredBA in business, organizational leadership, or nonprofit management or related fieldAt least 4 years of executive support or personal assistant experience, preferably supporting a startup founder, CEO/executive director, or entrepreneurExceptional organizational skills with the ability to multitask and prioritize in a fast-paced environmentTech fluency with Notion, Airtable, Google Workspace, and task/project management toolsStrong written and verbal communication skillsReliable transportation for errands and local travelHigh emotional intelligence, confidentiality, and adaptabilityDeep alignment with ONGB’s mission, values, and Oakland communityPreferredExperience in a nonprofit, grassroots, or social impact organizationProject management certificationWORK ENVIRONMENT & PHYSICAL DEMANDSThis is an in-person role based in ONGB’s Oakland office. Local travel and occasional lifting (up to 25 lbs) may be required. Reasonable accommodations will be made in accordance with the Americans with Disabilities Act (ADA).Job Type: Full-timePay: $66,560.00 - $72,420.00 per yearBenefits:Employee assistance programLife insuranceSchedule:8 hour shiftMonday to FridayWeekends as neededApplication Question(s):Thrive in a fast-paced environmentEducation:Bachelors (Preferred)Location:Oakland, CAAbility to Commute:Oakland, CA 94612 (Required)Willingness to travel:25% (Preferred)Work Location: In person

Created: 2025-07-15