Executive Assistant

CircleUp Education

Executive Assistant to Chief Executive Officer

CircleUp Education - Oakland

Work at CircleUp Education

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Overview

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

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

Mid-Senior level

Employment type

Full-time

Job function

Administrative

Industries

Professional Training and Coaching

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Executive Assistant to Chief Executive Officer

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