Executive & Personal Assistant to CEO

Executive & Personal Assistant to the CEO

Momentum Park | San Jose, CA (Hybrid, with travel) | Full-time or Part-time | $20–$30/hour based on experience

About the role

Momentum Park “where moms come first and every moment matters” is a nonprofit tech start up on a mission to support and uplift pregnant and postpartum mothers. From welcome kits for new mothers to the events and resources that help families thrive. We are looking for an Executive & Personal Assistant who can be a true extension of the CEO's brain and hands and help keep the mission moving every single day. This is not a traditional administrative assistant position. We are looking for someone who enjoys building systems, solving problems, and becoming a trusted right hand to a CEO. Above all, we need someone who is mission-motivated. Every task, no matter how big or small, moves the mission forward, and that is the mindset you bring to the work. The heart of this job is simple: make the CEO's life easier. You will manage her inbox and calendar, keep finances and receipts organized, research the best vendors and services, coordinate travel, and manage shipping and inventory for our mom kits. Just as important, you will help with the personal and household side of her life: scheduling appointments, managing personal accounts and bills, organizing mail, light household chores and tidying, errands, and pet care. You may also help film and capture content here and there, and a little video editing know-how is a nice bonus. No two days look the same, and that is exactly what makes it fun. Efficiency is what we value most. The best person in this seat does more in less time and removes friction before it ever reaches the CEO. You will work closely with her, but this is not a role for someone who needs hand-holding or is sensitive by nature. You take ownership, you think for yourself, and you only bring her what truly needs her. One more thing: dogs are part of daily life around here, so you MUST LOVE YORKIES. You also manage your time wisely: tasks are constantly flowing in with different deadlines, so you know how to prioritize and stay on top of what matters most.

What you will doExecutive Support

• Manage the CEO's inbox and phone communications with proactive prioritization and twice-daily email digests
• Own a clean, conflict-free calendar: schedule meetings, coordinate appointments, and protect her time
• Draft professional emails and communications on her behalf, and follow up on action items
• Organize and safeguard confidential files and documentation, keeping everything easy to find

Operations & Administration

• Reconcile receipts, invoices, and reimbursements, and follow up with vendors when something is missing
• Research vendors and services, then bring back one clear, well-thought-out recommendation
• Own the ClickUp task board and keep projects moving forward
• Send a weekly Friday report on what got done and the impact it made

Inventory & Logistics

• Manage welcome kit inventory and organizational supplies, and reorder before stock runs low
• Coordinate packing, shipping, FedEx pickups, and delivery tracking

Personal Assistance

• Schedule personal and medical appointments and manage personal calendars
• Organize household mail, paperwork, and important documents
• Manage personal bills and accounts
• Run errands and help with light household organization and tidying
• Help care for the dogs when needed

Events & Creative Support

• Help with conference and event logistics before and during events
• Coordinate travel arrangements when needed
• Make occasional simple materials in Canva and PowerPoint, and help film and capture content as needed (basic video editing is a plus)

What success looks like

• The CEO spends less time on admin and more time leading
• Problems are anticipated and solved before they become urgent
• Projects keep moving without constant reminders or follow-up
• Systems get more organized and efficient over time
• She rarely has to ask whether something is done, because it already is

What we are looking for

• Relentless efficiency; You do more in less time and make everything run smoother
• Strong time management — you prioritize well and stay on top of constantly shifting deadlines
• A critical, independent thinker who solves problems without being walked through them
• Someone who can work closely with the CEO without being co-dependent
• Experience supporting a busy executive or leader
• Sharp written communication and total discretion with confidential and financial information
• A naturally organized person who follows through without being chased
• Comfort with Google Workspace and Microsoft Office, plus a task tool like ClickUp
• A genuine love of dogs
• Bonus points for nonprofit experience, a little video editing know-how, and basic Canva skills

The details

• Based in San Jose, CA — hybrid (mix of remote and in-person), with opportunity to travel
• Part-time; 1099 work
• Pay: $20–$30/hour based on experience

How to apply

If you are reading this thinking "I know exactly how to make her life easier," we want to hear from you. Please submit the following:

• Your resume
• Three professional references
• A one-page cover letter (see the format below)
• A 200-word written response to the prompt below
• Optional: a short 30 to 60 second voice or video intro

Cover letter

Keep it to one page, clean and direct. We want to understand why this role and why you. Please cover:

• Why Momentum Park and why the mission matters to you
• Your fit for a rare role that needs a rare person: proactive, accurate, calm, and no hand-holding
• Proof you can do both executive work and personal errands, treating neither as beneath you
• How you handle discretion, confidentiality, and high-trust environments
• A confident close with your availability

A simple structure that works well: one strong intro paragraph, three short bullets on your strengths (execution, organization, discretion), one proof paragraph, one mission paragraph, and a confident closing.

Required 200-word response

Prompt: Describe a time you supported a high-level executive in a high-stakes environment, and how you ensured everything was handled accurately and on time.

Strong responses include: the high-stakes scenario, your exact responsibilities, how you ensured accuracy (checklists, confirmations, double-checking), how you hit deadlines (backward planning, reminders, status updates), and the outcome (on time, no errors, leadership never had to redo your work).

Intro video

A short 30 to 60 second voice or video intro is welcome but not required. If you send one, tell us who you are, why this role, your best strengths (follow-through, calm, proactive), why the Momentum Park mission matters to you, and that you are excited to support and available now. Keep it warm, confident, and brief.

To show your attention to detail, include the phrase "Momentum Matters" somewhere in your cover letter. Applications without it may not be considered.

SEND COMPLETE APPLICATION TO: chloe@momentumpark.org