Job Description

POSITION OVERVIEW

We 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 Support

• Manage and prioritize the CEO’s daily and long-term calendar, including meetings, calls, events, and travel
• Draft, screen, and manage professional communications, emails, and internal messages
• Prepare briefing materials, agendas, and summaries for meetings; track follow-ups
• Maintain organized digital and physical records, ensuring confidentiality and accuracy
• Anticipate CEO needs and proactively remove operational obstacles

Operations & Special Projects

• Coordinate key projects, research assignments, or events led by the CEO
• Conduct background research on funders, community partners, and program topics
• Track and follow up on tasks and deadlines across departments
• Maintain organized systems for filing, scheduling, and documentation
• Manage projects and workflows for CEO

Tech & Tools Support

• Maintain the CEO’s Notion dashboards and systems (goals, to-dos, notes, etc.)
• Use Airtable to organize and update data, schedules, contact logs, and workflows
• Navigate and troubleshoot tools like Google Workspace, Slack, Zoom, Canva, and Dropbox
• Help format and/or create presentations, grant materials, or digital content when needed
• Research new tools or processes to improve executive efficiency

Personal Errands & Home Office Support

• Run local errands and assist with personal logistics to support the CEO’s overall capacity
• Manage home office tasks and supplies, coordinating with vendors or household support as needed
• Ensure boundaries and discretion are upheld when handling personal matters

Culture & Relationship Stewardship

• Represent the CEO and ONGB with professionalism, warmth, and a can-do attitude
• Support a work culture rooted in trust, respect, wellness, and accountability

Other duties as requested by the CEO

QUALIFICATIONSRequired

• BA in business, organizational leadership, or nonprofit management or related field
• At least 4 years of executive support or personal assistant experience, preferably supporting a startup founder, CEO/executive director, or entrepreneur
• Exceptional organizational skills with the ability to multitask and prioritize in a fast-paced environment
• Tech fluency with Notion, Airtable, Google Workspace, and task/project management tools
• Strong written and verbal communication skills
• Reliable transportation for errands and local travel
• High emotional intelligence, confidentiality, and adaptability
• Deep alignment with ONGB’s mission, values, and Oakland community

Preferred

• Experience in a nonprofit, grassroots, or social impact organization
• Project management certification

WORK ENVIRONMENT & PHYSICAL DEMANDS

This 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-time

Pay: $66,560.00 - $72,420.00 per year

Benefits:

• Employee assistance program
• Life insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Application Question(s):

• Thrive in a fast-paced environment

Education:

• Bachelor's (Preferred)

Location:

• Oakland, CA

Ability to Commute:

• Oakland, CA 94612 (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person

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