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CircleUp Education

Executive Assistant to Chief Executive Officer

CircleUp Education, Oakland

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Executive Assistant to Chief Executive Officer

Join to apply for the Executive Assistant to Chief Executive Officer role at CircleUp Education

Executive Assistant to Chief Executive Officer

Join to apply for the Executive Assistant to Chief Executive Officer role at CircleUp Education

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Location : Oakland, CA (San Francisco office transition Fall 2025)

Schedule : Full-Time, In-Person Only

Reports to : CEO

About CircleUp Education

CircleUp Education is a Bay Area-based social enterprise on a mission to build happier, more equitable workplaces, schools, and communities. We deliver impactful training, consulting, and coaching experiences focused on interrupting bias, restoring relationships, and promoting community wellbeing.

We're a small, passionate team working at the intersection of equity, emotional intelligence, and professional development. If you're an organized, proactive administrative professional who thrives in fast-paced, purpose-driven environments — we'd love to meet you.

Location : Oakland, CA (San Francisco office transition Fall 2025)

Schedule : Full-Time, In-Person Only

Reports to : CEO

About CircleUp Education

CircleUp Education is a Bay Area-based social enterprise on a mission to build happier, more equitable workplaces, schools, and communities. We deliver impactful training, consulting, and coaching experiences focused on interrupting bias, restoring relationships, and promoting community wellbeing.

We're a small, passionate team working at the intersection of equity, emotional intelligence, and professional development. If you're an organized, proactive administrative professional who thrives in fast-paced, purpose-driven environments — we'd love to meet you.

About the Role

We're seeking a dependable and detail-oriented Executive Assistant to the CEO to keep our founder organized, on-task, and prepared to lead. You'll be responsible for managing calendars, emails, project deadlines, and important forms and submissions — from RFPs to partner applications. You'll also manage inventory, product orders, and shipping logistics for our trainings and product lines.

This is a hands-on, high-trust role ideal for someone who is calm under pressure, great with logistics, and enjoys keeping things moving behind the scenes.

What You'll Do Calendar & Inbox Management

  • Coordinate complex scheduling for meetings, events, and deadlines
  • Organize and monitor CEO's inbox and Slack messages
  • Draft or edit communication and follow-ups as needed

Project & Task Coordination

  • Track CEO's action items and follow through using Asana
  • Attend select meetings and document action steps
  • Help organize priorities, files, and workflows to reduce bottlenecks

    • Document & Form Support

  • Prepare and submit RFPs, applications, contracts, and other forms
  • Edit, format, and finalize documents with care and accuracy
  • Maintain organized digital files and templates

    • Logistics, Inventory & Shipping

  • Order and track office and product inventory (including event materials and client kits)
  • Pack, ship, and track physical orders, including training materials and online store items
  • Communicate with vendors and manage supplies for internal operations
  • Keep workspace systems running smoothly and stocked

    • Office Management

  • Support workspace setup and organization for the CEO and small team
  • Coordinate errands, travel planning, and tech or supply needs
  • Streamline recurring tasks and office routines to increase efficiency

    • Who You Are

  • 4+ years supporting an executive or senior leader in a fast-paced role
  • Highly organized, with strong time management and attention to detail
  • Excellent communicator — written and verbal
  • Proficient with Google Workspace, Asana (or similar), Zoom
  • Reliable, discreet, and calm under pressure
  • Comfortable with hands-on logistics and occasional physical tasks (packing, shipping, etc.)
  • Experience with RFPs, vendor coordination, or inventory systems a plus
  • Mission-aligned with our values of equity, accountability, and community care

    • Benefits

  • 100% employer-covered medical, dental, and vision insurance
  • 401(k) retirement plan options
  • Paid holidays and vacation time
  • Purpose-driven, collaborative work environment with room to grow

    • Additional Details

  • Location : Oakland office until Fall 2025, then moving to San Francisco
  • In-person only — no hybrid or remote options
  • Must have valid driver's license and be willing to run occasional errands
  • Occasional evenings or weekends depending on the CEO's schedule
  • COVID-19 vaccination required

    • Seniority level

    Seniority level

    Mid-Senior level

    Employment type

    Employment type

    Full-time

    Job function

    Job function

    Administrative

    Industries

    Professional Training and Coaching

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