Personal Assistant Fictiv

Cosmotek College; Oakland (CA); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401K plan

Monthly Virtual Work stipend

Annual Education stipend

Parental leave programs

Paid volunteer days

Job summary

Cosmotek College is seeking a highly organized Personal Assistant to support the Founders Office and Household in Oakland, California. This role involves managing complex schedules, family logistics, and providing administrative support both at home and in the office. Ideal candidates should have a proven background as a personal or executive assistant, strong communication skills, and experience with event planning. The position offers competitive benefits including medical insurance, a 401K plan, and other perks to enhance remote work performance.

Qualifications

• Proven experience as a personal assistant or similar role.
• Excellent verbal and written communication abilities.
• Ability to handle sensitive information discreetly.

Responsibilities

• Manage family calendars and coordinate appointments.
• Assist with travel planning including booking flights.
• Prepare meeting agendas and take notes during meetings.

Skills

Organizational skills

Multitasking

Verbal communication

Written communication

Problem-solving

Event planning

Tools

Microsoft Office Suite

Google Workspace

Job description

Impact In This Role

We are seeking a highly organized and proactive Personal Assistant to support our Founders Office and Household, ensuring seamless coordination between professional and personal responsibilities and goals. This role is ideal for someone who thrives on mastering the weekly calendar, optimizing time, and creating space for creativity and problem‑solving.

As the architect of the Founders’ schedule, you will ensure that both short‑term priorities and long‑term personal and business goals stay on track. You’ll proactively look around the corner, anticipating needs before they arise and balancing urgent tasks with the bigger picture. Your ability to manage complex schedules, global travel, family logistics, and high‑level coordination will bring efficiency and harmony to the Founders’ lives.

What You’ll Be Doing

Home Support: 80%

• Family & Personal Scheduling – Manage calendars for the family, coordinate appointments, school activities, and social engagements while ensuring alignment with professional commitments
• Household Coordination – Manage household schedules, appointments, vendors, and errands
• Travel Planning – Assist with travel planning, including booking flights, accommodations, and itineraries
• Shopping & Meal Support – Handle grocery shopping, meal planning assistance, and personal shopping
• Inventory & Budgeting – Organize household supplies and oversee bill payments
• Event Planning – Plan and organize family events, celebrations, and social gatherings

Fictiv Support (in office): 20%

• Scheduling – Schedule meetings, manage calendars, and handle correspondence
• Manage Communication – Manage and prioritize emails, calls, and communications on behalf of founders
• Manage Office – General office management duties
• Research – Prepare reports, presentations, and other business documents
• Liaise with Contacts – Serve as a point of contact for clients, vendors, and partners
• Support Meetings – Prepare meeting agendas, take notes, and follow up on action items
• Special Projects – Assist with special projects and business initiatives as directed by the founder

Experience

• Proven experience as a personal assistant, executive assistant, or similar role
• Strong organizational and multitasking skills
• Excellent verbal and written communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace
• Ability to handle sensitive information with discretion and confidentiality
• Strong problem‑solving skills and the ability to work under pressure
• A valid driver’s license and reliable transportation are preferred

Preferred Qualifications

• Experience in household management or executive administration
• Background in event planning, project management, or office administration
• Ability to adapt to a fast‑paced and dynamic work environment

Physical Requirements

While performing the duties of this job, the employee routinely is required to sit; walk; talk and hear; use hands to keyboard, fingers, handle, and feel; stoop, kneel, crouch, twist, crawl, reach, and stretch.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Perks and Benefits

• Competitive medical, dental, and vision insurance
• 401K plan
• Monthly Virtual Work stipend for things like food, internet, travel, pet care, health and wellness
• Annual Education stipend
• Parental leave programs
• Paid volunteer days
• Onboarding setup, including standing desk, laptop, monitor, and chair, and a stipend for additional items such as headphones, blue light glasses, or any other ergonomic supplies you may want or need

EEO Statement

We encourage applications from members of underrepresented groups, including but not limited to women, members of the LGBTQ community, people of color, people with disabilities, and veterans.