Personal Assistant / Operations Coordinator

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Full job listing (and application link) can be found at https://wildhawk.zohorecruit.com/jobs/Careers/842773000000545833/Personal-Assistant-Operations-Coordinator
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Why this role exists
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We’re looking for a highly organized, energetic, and adaptable Personal Assistant / Operations Coordinator to support both our busy family and our business. This role combines household and administrative responsibilities with hands-on operations support for our startup company. A successful candidate will enjoy problem-solving, helping others manage their busy lives, and tackling a wide variety of topics – with some work completed sitting behind a computer, and other work that lets you roll up your sleeves and physically get things done! (Note: This is an in-person position, with work taking place in and around our family home (which also serves as our office) in San Carlos, CA. Given the nature of the job, remote employment is not possible.)


What you’ll do
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In this job, each day will be different as we work together to prioritize which responsibilities below are most important – but don’t worry, you won’t be doing all of these things every day! We already have strong systems in place for getting things done efficiently, so nearly all work can take place within normal business hours. The three main categories of work are:

***Personal Assistance & Household Support (~50%)***
-The largest part of the role is supporting with household logistics, purchases, errands, and other work related to our own lives and related to our work to support our four kids and three aging grandparents
-Assist with administrative work like scheduling, mail, family logistics, travel planning, etc.
-Place orders as needed for groceries, supplies, gifts, etc, and put away items when received
-Run errands (e.g. dry cleaning, post office)
-Complete research and evaluate options on a wide variety of topics
-Drive and support the children and grandparents as needed (Note: This is not a nanny role; we have childcare in place covering most of their needs)

***Property Maintenance & Organization (~25%)***
-Help us stay on top of maintaining our home – which is also our company office! – and the homes of the family’s grandparents nearby
-Manage and execute home and auto maintenance checklists (e.g. change home air filters, oil door hinges, take cars in for tire rotations, schedule carpet cleaners)
-Schedule, communicate with, and oversee vendors as needed (e.g. plumbers)
-Care for furniture and household items; complete light household chores (e.g. spot clean furniture with steamer; apply oil treatment to wood table; break down cardboard boxes)
-Partner on organization projects (e.g. reorganize garage shelves; put away holiday decor)

***Startup Operations Coordination (~25%)***
-We run a startup selling stylish, comfortable men’s incontinence underwear. This role will give you hands-on experience with business operations as you support our company’s work
-Coordinate with our third-party logistics warehouse, including via their software platform
-Help manage operational tasks (shipping, email campaigns, customer support)
-Support various operational and administrative tasks for the business


Qualifications
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-2+ years as a Personal Assistant, Executive Assistant, or Family Assistant – or similar support/operational role
-Strong organizational skills and attention to detail
-Ability to manage deadlines, reprioritize quickly, and follow through independently
-Strong communication skills in English (in person, and via phone and email)
-Valid CA driver’s license and insurance, 5+ years driving experience, clean driving record
-Strong computer skills, including proficiency with Google Mail, Google Calendar, Google Docs, Zoom, and Apple products. Ability to learn new tech systems quickly, and troubleshoot tech issues as they arise
-Experience managing household maintenance projects

Must-have traits
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-Genuine “no task is too big or too small” attitude
-True enjoyment engaging with a wide variety of people and tackling a wide range of work!
-Ability to treat sensitive issues with respect and empathy, and maintain confidentiality
-Willingness to undergo a background check, and to receive annual flu and COVID shots
-Comfort working in the adaptive clothing space, and particularly in the men’s incontinence underwear industry

Physical demands
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The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this position successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk, hear, and communicate with both adults and children. The employee is frequently required to use hands or fingers, handle or feel objects, tools, or controls. The employee is frequently required to stand, walk, climb stairs, sit, drive vehicles, and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds and occasionally climb ladders. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is often moderate to high.

Compensation
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-Competitive pay commensurate with experience
-Paid vacation, sick days, and holidays
-Comprehensive medical, dental, vision, and life insurance options
-Opportunity to contribute to a 401(k)
-Annual performance review and bonus

What makes this role great
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Daily variety and problem-solving…no two days are the same
Direct impact on helping a busy family and startup business run smoothly
Many opportunities for learning, including about startup business operations
Strong systems already in place to make your work efficient
A supportive environment that celebrates diversity and is committed to inclusion within our home and workplace

Application Process
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-Head to https://wildhawk.zohorecruit.com/jobs/Careers/842773000000545833/Personal-Assistant-Operations-Coordinator to fill out an initial application including resume and short written responses. Please answer in your own words…we care more about your thinking process than about polished writing
-Brief asynchronous video interview for candidates who seem like a strong potential fit for the role
-Live interview rounds and reference checks for finalist candidates