Executive Personal Assistant

1 day ago

San Diego, California, United States Doulas of San Diego Full time

About Doulas of San Diego's Mission and Culture

At Doulas of San Diego, we believe every family deserves compassionate, expert support, no matter their birth plan or parenting style. We're redefining doula care by honoring all choices and by building a sustainable, professional career path for doulas.This role plays a vital part in advancing that mission of Doulas of San Diego. As the Executive/Personal Assistant, you serve as the right hand to the CEO, helping her lead with clarity, organization, and impact. By managing systems, communication, and day-to-day logistics, you make it possible for the founder to focus on guiding the company, supporting our team of full-time doulas, and strengthening the families we serve.Our culture is collaborative, professional, and heart-led. We show up for families, support one another, commit to growth, act with professionalism, lead with heart, and think big picture. The same values that guide our client care also shape how we work internally, grounded in reliability, respect, and purpose.

Job Summary

This hybrid Executive & Operations / Personal Assistant provides direct support to the CEO of Doulas of San Diego, ensuring smooth daily operations across professional and personal commitments. This role balances executive-level administrative tasks with personal and household management, requiring discretion, organization, and proactive problem solving. The Assistant helps streamline communication, coordinates team support, and manages priorities to keep the CEO and organization running efficiently.

Roles and Responsibilities Calendar & Meeting Management

  • Coordinate and maintain the CEO's professional and personal calendar, anticipating conflicts and proactively adjusting as needed.
  • Schedule meetings, appointments, and events with thorough preparation and follow-up.
  • Prepare agendas, briefing documents, and materials to support the CEO in upcoming commitments.

Operations Support

  • Manage the CEO's inbox by flagging time-sensitive items and ensuring timely follow-through.
  • Schedule and support weekly newsletter delivery.
  • Review and approve social media content to ensure brand alignment and consistency.
  • Update and maintain administrative systems and SOPs
  • Data entry and generating reports using the company's dashboard
  • Serve as the first point of contact for team inquiries and communication, escalating to CEO only when necessary.
  • Seek out contractors when specialized expertise is needed.
  • Delegate tasks to appropriate team members, tracking progress to completion.
  • Develop and maintain "Company Playbooks" to support training and team development.

Personal & Household Management

  • Coordinate personal appointments, errands, and family schedules.
  • Oversee logistics such as travel, tutoring, extracurriculars, and meal planning to keep daily life running smoothly.
  • Support day-to-day household operations while maintaining strict confidentiality.
  • Exercise sound judgment and professionalism when handling sensitive information.

Education and Skills

  • 2+ years prior experience in an assistant, coordinator, or support role, preferably hybrid personal/executive
  • Meticulous attention to detail
  • Clear and proactive communication
  • Demonstrated organizational and follow-through skills

Systems and Software

  • Google Workspace (Gmail, Google Calendar, Drive, Docs)
  • Slack
  • Dubsado
  • Kajabi
  • Notion
  • Zoom
  • Loom
  • Canva
  • ChatGPT

How to Apply

Visit and complete the full application through our website.

Your application is not complete until you apply through our website.

Job Type: Full-time

Pay: $ $35.00 per hour

Work Location: Hybrid remote in San Diego, CA 92128

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