Personal Assistant, Founders Office

Fictiv • Oakland, CA

10h • Hybrid

About The Position

Fictiv is a global manufacturing and supply chain company that enables organizations to scale globally across its four global manufacturing centers in India, Mexico, China, and the U.S. Companies use Fictiv to access high-quality production, optimize supply chain logistics, and mitigate supply chain risk—ensuring they can move from prototype to full-scale manufacturing with speed and confidence. To date, Fictiv has delivered more than 35 million commercial and prototype parts for industries such as aerospace, robotics, automotive, climate tech, and more, helping them innovate faster, free up precious resources, and drive profitable growth. This position is based in the Oakland, CA office. 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 balance 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.

Requirements

• 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

Nice To Haves

• 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

Responsibilities

• Manage calendars for the family, coordinate appointments, school activities, and social engagements while ensuring alignment with professional commitments
• Manage household schedules, appointments, vendors, and errands
• Assist with travel planning, including booking flights, accommodations, and itineraries
• Handle grocery shopping, meal planning assistance, and personal shopping
• Organize household supplies and oversee bill payments
• Plan and organize family events, celebrations, and social gatherings
• Schedule meetings, manage calendars, and handle correspondence
• Manage and prioritize emails, calls, and communications on behalf of founders
• General office management duties
• Prepare reports, presentations, and other business documents
• Serve as a point of contact for clients, vendors, and partners
• Prepare meeting agendas, take notes, and follow up on action items
• Assist with special projects and business initiatives as directed by the founder

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
• And much, much more!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees