Executive Personal Assistant

Pocketbook Agency; Berkeley (CA); Hybrid; USD 117,000 - 143,000; Full time

Benefits offered by this job

Benefits

PTO

Hybrid schedule

Job summary

Pocketbook Agency in Berkeley, CA seeks an experienced Executive Assistant to support the CEO. The role protects the CEO's time by managing a broad mix of professional, philanthropic, and personal responsibilities with discretion and high follow-through. You will work closely with the Sr.

Executive Assistant and regional teams in a fast-paced, mission-driven environment. Responsibilities include hands-on executive support, calendar management across complex schedules, travel planning, and

Qualifications

• Minimum 4+ years supporting senior executives, CEOs, or private principals.
• Exceptional organization and attention to detail.
• Proactive, anticipatory, and able to work independently.
• Strong written, verbal, and interpersonal skills.
• Comfortable in a fast-moving environment with shifting priorities.
• Ideally has a car and can run errands to properties as needed.

Responsibilities

• Provide hands-on support across the CEO's professional, philanthropic, and personal responsibilities.
• Manage competing priorities with sound judgment and discretion.
• Anticipate needs, flag potential issues, and adjust plans and schedules proactively.
• Act as a trusted gatekeeper for access, communications, and sensitive matters.
• Partner with the Sr. Executive Assistant on special projects, research, and follow-through.

Skills

Executive support experience

Calendar management

Discretion

Communication skills

Independence

Problem solving

Team collaboration

Tools

Google Workspace

Microsoft 365

Apple devices

Job description

A growing East Bay-based mission driven organization is seeking an experienced Executive Assistant to support its CEO. The core purpose of this role is to protect and optimize the CEO's time and energy so she can focus on work that requires the highest level of judgment. You will manage a broad mix of professional, philanthropic, and personal responsibilities with discretion and strong follow-through. This role suits someone who reads between the lines, anticipates needs, and takes pride in making things run smoothly. The ideal candidate is highly organized, service-oriented, resourceful, and discreet. The EA works closely with the Sr. Executive Assistant and the East Bay and East Coast teams.

KEY RESPONSIBILITIES

Executive Support

• Provide hands-on support across the CEO's professional, philanthropic, and personal responsibilities
• Manage competing priorities with sound judgment and discretion
• Anticipate needs, flag potential issues, and adjust plans and schedules proactively
• Act as a trusted gatekeeper for access, communications, and sensitive matters
• Partner with the Sr. Executive Assistant on special projects, research, and follow-through

Calendar and Meetings

• Own complex calendar management across multiple business and personal calendars
• Prioritize meetings and propose solutions to scheduling conflicts
• Prepare the CEO for meetings with agendas, attendee research, briefing materials, and printed documents
• Track action items and deadlines with the Sr. Executive Assistant
• Maintain the family calendar in coordination with the Property Caretaker

Travel and Personal Logistics

• Research, plan, and book domestic and international travel, including flights, hotels, dining, transportation, and itineraries
• Coordinate family travel with the Property Caretaker and keep all parties informed
• Track preferences and prepare the CEO's workspace and essentials for her return from travel
• Handle appointments, reservations, errands, and day-to-day logistics

Office and Administrative Support

• Support Berkeley office operations, including mail, meals, vendors, supplies, and guest experience
• Coordinate with the New York office as needed
• Maintain contacts and organize sensitive digital and physical files
• Build and maintain administrative systems, including password management and digital tools

QUALIFICATIONS

• Minimum 4+ years supporting senior executives, CEOs, or private principals
• Exceptional organization and attention to detail
• Highly proficient in Google Workspace, Microsoft 365, and Apple devices; able to troubleshoot tech issues and provide hands‑on support to the CEO
• Strong judgment, discretion, and ability to manage competing priorities
• Proactive, anticipatory, and able to work independently
• Strong written, verbal, and interpersonal skills
• Project management experience; able to distill complex conversations into clear action items
• Versatile and willing to lend a hand across a wide range of tasks
• Comfortable in a fast‑moving environment with shifting priorities, pivots with ease
• Ideally has a car and can run a few errands and to properties as needed

Location

Berkeley, CA (in person Monday through Thursday, remote Fridays)

Compensation

Up to $130K DEO + Benefits + PTO; full-time, exempt

Schedule

Monday through Friday (Friday WFH), with occasional evenings or weekends as needed