CircleUp Education Hiring for Personal Assistant, Home Office Attendant, & Driver Job at Oakland, CA Full Time

Personal Assistant, Home Office Attendant, & Driver

CircleUp Education

Part to Full-Time

30- 40 hours/week

Health, Dental, Vision Plans Available

Start Date – ASAP

Our Employment Needs

CircleUp Education is rapidly growing and looking to add a multi-talented, driven, and thoughtful individual to our team! We are looking for a hard worker who is willing to help us manage our personal lives as we grow and evolve our business. The two co-founders work 60-80 hours per week, making it extremely challenging to keep up with basic task in their personal lives. We need someone who pays attention to detail, does not settle for less than excellence, is willing to do light cleaning, organizing, shopping, and coordinating, and who is extremely communicative and responsive. Having an upbeat and positive vibe is a must for this role.

Personal Assistant, Home Attendant, & Driver

The primary role of the Personal Assistant, Home Attendant, & Driver is to make sure that the daily tasks and duties of the executives are taken care of so they can focus on running their business. This role is dynamic, flexible and requires a high level of trust and attention to detail.

Essential Responsibilities

Shopping, Cleaning, Driving, Maintaining, Coordinating, Organizing

• Perform weekly walkthroughs using household checklists to identify action items.

• Schedule and work closely with other staff on various household projects.

• Maintain a household vendor list. Build strong relationships with vendors.

• Coordinate household staff and assist with monthly schedules.

• Identify and oversee various household projects as needed.

• Keep an inventory of personal items for principals, and restock as needed. Manage PAR lists.

• Keep an inventory of all household supplies (light bulbs, batteries, cleaning supplies).

• Maintain and update household manuals.

• Maintain an approved product list for home and personal items, including sourcing information.

• Shop for household items as needed.

• Monthly/weekly purchase order submission, get approval, place orders, and track delivery status.

• Prepare and submit expense reports and managing personal budgets and accounts

• Secure residence at end of the day when needed – all doors locked, security system armed.

• Daily bed making, laundry, dishes, and tidying are a must!

• Coffee, breakfast, lunch, or dinner ordering, pickup or delivery.

• Dry cleaning

• Contacting repair companies and coordinating deliveries

• Respond to incoming calls and greet guests.

• Oversee onsite vendors as needed.

• Return and exchange items.

• Storing seasonal clothing

• Packing and unpacking from trips

• Prepare home for occasional events. Coordinate with vendors for holiday decor (Halloween, Christmas).

• Maintain Principals’ personal Google calendars (separate from professional calendars).

• Schedule personal appointments. Calendar items forwarded by Principals.

• Update and maintain Google Contacts. Ensure information is synced to phones.

• Maintain a filing system for household needs (e.g., car registrations, maintenance contracts, warranties, contractor bids, etc.).

• Email a daily activities report to Principals.

• Purchase gifts, develop and maintain gift tracker, and review and audit receipts.

• Keep track of birthdays and other important dates.

• Occasional wardrobe maintenance, i.e., schedule tailor, cobbler, etc.

• Work with travel concierge and accountant as needed.

• Plan and coordinate the family’s activities and events.

• Assist with personal archival projects.

• Safe and secure transportation of Principal(s) to personal and work events.

• Service-oriented and attention to detail.

• Maintain vehicle cleanliness: interior and exterior, hand washing on site.

• Maintain vehicle readiness: fuel, tire pressure, service records, etc.

• Prepare and maintain vehicle checklist, pre- / post-use.

• Prepare/maintain Principals’ comfort items in the vehicles: water, tissues, umbrellas, etc.

• Keep personal care items restocked

• Manage payments for services and home expenses

• Light level administrative work that may coincide with office tasks such as printing, shipping, and preparing materials, filing binders with papers only if needed.

Education, Experience, and Licensing Requirements

• Weekend availability if needed

• Ability to travel if needed (Passport Required)

• High school diploma Required

• Bachelor’s degree (ideal but not required)

• 2+ year of experience

• Customer service and people skills

• Phone, email, and chat communication skills

• Patience to deal with vendors issues and calls

• Extremely Positive Attitude

• Ability to Maintain 100% Confidentiality

• LGBTQ Friendly is a MUST! – No hate or discrimination will be tolerated as we are are part of this community.

CircleUp Education is an Equal Opportunities employer. We highly encourage people from all ages, races, sexual orientations, genders, gender identities, and abilities to apply!

Job Type: Full-time

Pay: $45,000.00 – $55,000.00 per year

Benefits:

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

Schedule:

• 10 hour shift
• 8 hour shift
• Overtime
• Weekend availability

COVID-19 considerations:
All staff at CircleUp Education are required to show proof of a Covid-19 Vaccination and boosters, Must wear N95 mask in the office when required, and are required to undergo covid-19 rapid testing, up to on a daily basis, no matter your vaccination status

Ability to commute/relocate:

• Oakland, CA 94605: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor’s (Preferred)

Experience:

• Personal assistant: 2 years (Preferred)

Willingness to travel:

• 75% (Required)

Work Location: One location