Operations Assistant jobs in the United States

Personal Assistant – Menlo Park, CA

We are seeking an experienced, resourceful, and highly organized Personal Assistant to support a dynamic family in Menlo Park, CA. This role blends personal and household management, requiring someone who thrives in an ever-changing environment while keeping family life running smoothly. If you are proactive, a natural problem-solver, and enjoy managing diverse responsibilities, this could be the perfect role for you.

Who are we looking for:

We value strong relationships, family, and living well. As a Personal Assistant, you will play a key role in maintaining balance and harmony by managing personal tasks, household operations, and various projects. We’re looking for someone who:

• Can independently handle a variety of responsibilities.
• Is comfortable managing personal and operational tasks to ensure a smooth-running household.
• Remains adaptable to last-minute changes with grace and efficiency.
• Communicates effectively, fosters positive relationships, and handles sensitive matters with discretion.
  

Key Responsibilities:

Household & Vendor Management:

• Oversee home logistics, including property maintenance and coordination with contractors and service providers.
• Handle day-to-day tasks such as organizing repairs, managing schedules, and overseeing household utilities.

Family Support:

• Coordinate household staff (e.g., caregivers, tutors) and assist with family routines.
• Organize family events and gatherings, managing details from planning to execution.

Recruitment & Onboarding:

• Source and onboard household service providers and ensure they meet expectations.
• Proactively manage new hires to maintain a productive household.

Travel & Activity Coordination:

• Plan and book personal and family travel, including handling last-minute changes.
• Organize schedules for family activities, ensuring smooth execution even in dynamic situations.

Project Management:

• Lead larger initiatives, including relocations or special events.
• Provide support for healthcare and eldercare logistics as needed.
  

How your day might look like?

Morning:

Review the family’s schedule and confirm appointments. Check in with household staff to ensure tasks and activities are on track. Follow up with a contractor regarding a minor household repair.

Midday:

Handle adjustments to travel plans, rebook flights, and coordinate hotel arrangements. Follow up on a car repair appointment.

Afternoon:

Finalize arrangements for an upcoming family gathering, confirm catering details, and ensure RSVPs are complete. Provide a summary of key updates for the next day and confirm everything is ready for tomorrow’s plans.

What are we looking for:

Experience:

• 4 years in a Personal Assistant or Executive Assistant role, ideally with household management experience.
• Proven success in managing family and operational tasks in a professional setting.

Skills:

• Problem-Solving: Creative and efficient in handling unexpected challenges.
• Tech-Savvy & Organized: Proficient with tools like Google Suite or task management platforms.
• Communication: Exceptional written and verbal communication skills, with discretion and clarity.

Personality:

• Adaptable & Calm: Thrives in dynamic environments and embraces change.
• Approachable & Warm: Enjoys building positive relationships.
• Discreet & Trustworthy: Handles confidential matters with the utmost integrity.
  

Why join us?

This is more than just a job; it’s an opportunity to become a trusted part of a family, ensuring their daily lives run smoothly and efficiently. If you thrive on variety, responsibility, and creating order in a dynamic environment, we’d love to hear from you. We welcome candidates from diverse backgrounds and experiences to apply and are committed to fostering an inclusive hiring process.