Logistics And Warehousing Jobs in Berkeley, CA

Organization Description:

Make a meaningful difference in the lives of Oakland youth. At Boys & Girls Clubs of Oakland (BGCO), our mission is to develop our community's youth into positive contributors to society. We provide programs and services tailored to the needs of today's youth while complementing the efforts of families, schools, and other community-based organizations.

We aim to ensure that every young person has the opportunity to reach their full potential as goal-oriented, responsible, and productive members of society. BGCO currently serves nearly 2,000 youth across three Clubhouse locations in Oakland, providing outcome-driven programming in three key areas: Academic Success, Good Character & Citizenship, and Healthy Lifestyles.

This position will be based at one of the following Clubhouses:

• Leonard J. Meltzer Branch: 920 24th Street, Oakland, CA 94607
• Ossian E. Carr Branch: 8530 International Blvd, Oakland, CA 94621
• Anna Marie Whalen Branch: 3300 High Street, Oakland, CA 94619

Work hours for this role are as follows:

• Summer Hours: 8:00am - 4:00pm or 10:00am - 6:00pm

Job Summary

Boys & Girls Clubs of Oakland is seeking Seasonal Program Staff to support our summer programming from June through July. This position works directly with youth members, helping facilitate engaging activities, supervise members, and support a safe and positive Club environment.

Seasonal Program Staff play an important role in ensuring that youth have access to fun, enriching summer experiences including academic enrichment, sports, arts, and leadership development.

Primary Responsibilities:

• Supervise and engage youth members during daily Club activities.
• Support implementation of summer programs including sports, arts, STEM, games, and enrichment activities.
• Maintain a safe and positive environment for youth at all times.
• Assist with set-up, facilitation, and clean-up of program activities.
• Track member attendance and participation using Club systems.
• Help support special events, field trips, and group activities.
• Build positive relationships with youth and encourage participation.
• Follow all BGCO safety procedures and youth development standards.
• Work collaboratively with other staff to ensure a successful summer program.

Additional Responsibilities:

• Additional duties as assigned by the Branch Director and other program staff

Qualifications:

• AA or BA degree or currently enrolled in college working towards an AA or BA degree.
• Strong verbal and written communication skills.
• Effective group leadership and knowledge of youth development principles.
• CPR and First Aid certification (required).

Seasonal Employment: June 1 - July 31

Hourly Rate: $20 - $24 per hour

The ideal candidate will be responsible for managing warehouse operations of a 3PL style warehouse. These operations include shipping, inventory management and e-commerce order fulfilment. Your goal will be to increase operational efficiency and ensure a safe environment.

Responsibilities:

• Track and manage inventory and e-commerce order fulfilment
• Inspect warehouse and keep the warehouse clean and safe
• Manage warehouse staff
• Evaluate performance metrics to ensure quality delivery and cost-efficient work-flow processes
• Drive improvement to internal processes and WMS

Qualifications:

• 5+ years of 3PL warehouse management experience
• 5+ years e-commerce/individual package fulfilment
• 5+ years enterprise WMS experience - NetSuite/Oracle/SAP etc
• 5+ years experience managing scheduling and resource management of a team of at least 10 people
• Experience with pick and pack workflow, packaging and kitting
• Experience setting up a physical warehouse from scratch

FIELD & OFFICE ADMINISTRATOR AND OPERATIONS COORDINATOR

RISE Homes – San Mateo, California

POSITION SUMMARY

RISE Homes is hiring a Field & Office Operations Admin & Coordinator to support the physical and logistical side of our residential real estate business across the San Francisco Peninsula and Bay Area.

This role handles the hands-on execution that keeps listings prepared, marketing materials ready, vendors coordinated on site, and the office organized and professional. You will be out at properties, vendors, printers, and the office daily — ensuring everything is physically in place for listings, marketing, and events.

This is an ideal role for someone dependable, organized, detail-oriented, and comfortable managing many small but important tasks that keep a real estate team running smoothly.

ABOUT RISE HOMES

RISE Homes is a boutique real estate team based in San Mateo specializing in high-coordination residential listings, including probate and trust sales.

Our business manages multiple listings at once across the Bay Area, each requiring vendors, marketing, inspections, staging, and logistics. This role ensures the physical execution of those activities happens reliably and professionally.

CORE RESPONSIBILITIES

LISTING FIELD LOGISTICS

• Install and remove lockboxes at listings
• Pick up and deliver keys between office, agents, and vendors
• Install and remove yard signs and directional signs
• Deliver and set out brochures and property materials
• Check listing readiness before milestones (photos, staging, showings)
• Verify property access for vendors and inspectors
• Coordinate on-site logistics with the remote operations team

VENDOR & PROPERTY COORDINATION (ON-SITE)

• Meet painters, stagers, cleaners, photographers, and contractors at properties
• Provide access and confirm work scope
• Take photos or notes of progress and report back to team
• Confirm vendor completion and readiness
• Pick up or return materials related to listing prep
• Support staging install and removal logistics

(You are the on-site presence ensuring work happens as planned.)

MARKETING MATERIALS & PRINT COORDINATION

• Pick up brochures, flyers, postcards, and signage from printers
• Assemble brochure packets and marketing booklets
• Deliver marketing materials to listings and office
• Maintain inventory of signs, lockboxes, brochure boxes, and materials
• Prepare open house materials and supplies
• Organize and restock marketing storage areas

OFFICE OPERATIONS & PRESENTATION

• Keep office clean, organized, and professional
• Organize marketing materials, supplies, and equipment
• Maintain printer supplies and paper stock
• Assemble listing folders and presentation materials
• Prepare materials for meetings and events
• Ensure office readiness for clients and visitors

LISTING & EVENT SUPPORT

• Prepare open house kits and materials
• Deliver and pick up event supplies
• Assist with setup for client or community events
• Transport materials between office and event locations
• Support outreach and marketing logistics

INVENTORY & EQUIPMENT MANAGEMENT

• Track lockboxes, signs, keys, and marketing materials
• Maintain organized storage systems
• Report damaged or missing equipment
• Prepare materials for new listings
• Ensure supplies are stocked and ready

TOOLS & SYSTEMS

This role uses basic operational tools for coordination and communication:

• Google Drive (checklists, addresses, instructions)
• Slack (team communication)
• Maps / navigation tools
• Printer & office equipment
• Inventory trackers
• Phone camera for property updates

You will coordinate daily with the remote Executive Assistant and agents.

REQUIRED QUALIFICATIONS

• Valid driver’s license and reliable vehicle
• Comfortable driving throughout the Bay Area
• Highly dependable and punctual
• Organized and detail-oriented
• Comfortable handling many small tasks daily
• Professional and respectful with vendors and clients
• Able to lift and transport boxes and materials

IDEAL TRAITS

• Takes pride in organized, clean environments
• Notices details others miss
• Follows instructions precisely
• Self-directed once given tasks
• Calm and reliable under deadlines
• Enjoys hands-on work and movement

WORK STRUCTURE

• Full-time
• Based in San Mateo office
• Daily travel to listings and vendors across Bay Area
• Combination of office and field work
• Some weekend availability for listing needs

SUCCESS IN THIS ROLE LOOKS LIKE

• Listings always have signs, lockboxes, and materials ready
• Vendors have smooth property access
• Marketing materials are stocked and prepared
• Office remains clean and organized
• Events and open houses are prepared smoothly
• Agents never worry about physical logistics

ROLE RELATIONSHIP

This role works closely with:

• Founder & agents
• Remote Executive Assistant / Operations Coordinator
• Vendors and contractors
• Printers and marketing suppliers

You are the physical execution partner to the remote operations lead.

About Us 

Savor is a pioneering food technology company dedicated to transforming the global oils and fats industry. We develop innovative, sustainably produced oils and flavoring systems that serve the food, personal care, and specialty ingredients markets. Our science-led approach and entrepreneurial culture attract partners who share our conviction that better ingredients make a better world. 

Savors commercialization team is a small, highly value-driven, and fast-moving group, working at the intersection of strategy, partnerships, storytelling, and real-world experiences: tastings, chef collaborations, customer launches, and industry events where our product must show up flawlessly. 

We care deeply about how we work, as much as what we build: thoughtful collaboration, high standards, ownership, curiosity, and respect for our products and technology — from science to hospitality. 

The Role 

We’re looking for a highly organized, proactive Commercial Operations & Events Manager to become the operational backbone of our commercialization team. 

You will report directly to our Head of Partnerships and will also work actively with the VP of Commercialization and Brand Manager, helping turn ideas into execution — coordinating events, shipments, communications, and schedules so the team can focus on building relationships and growing the business. This position is primarily centered on events and logistics management (approximately 75%), with the remaining time dedicated to executive support functions. 

This role is ideal for someone who loves making complex things run smoothly and wants meaningful exposure to strategy, partnerships, and startup execution. 

No two weeks look the same: one day coordinating a partner tasting, another organizing sample logistics, preparing materials for an executive meeting, or helping bring a high-profile dinner to life. 

What You’ll Do 

Bring Experiences to Life 

• Coordinate tastings, dinners, demos, and industry events. Note: our more involved tastings will include collaboration with a Culinary / Demo Chef. 
• Manage logistics, timelines, materials, and execution details 
• Help ensure every event reflects our standards for quality and storytelling 
• Lead on-site setup and execution for San Francisco-based events, including the presentation of our food products 

Own Samples & Logistics 

• Coordinate preparation and shipment of customer samples 
• Act as the communication hub between internal teams and external partners regarding samples 
• Track deliveries and maintain inventories of samples and event materials 

Connect Teams & Resources 

• Coordinate across commercialization, marketing, and external creatives (designers, photographers, printers) 
• Prepare simple print and demo materials 
• Maintain organized digital files and shared assets 
• Suggest improvements and build systems for effective work and collaboration & to streamline processes, e.g. using AI tools 
• Coordinate pickups and deliveries tied to food production and events, ensuring smooth logistics across kitchens, partners, and internal teams 
• Drive materials between San Francisco, East Bay, and San Jose when needed 

Keep the Commercial Engine Running 

• Coordinate meetings and follow-ups 
• Support sales operations including customer communications, tracking 
• Maintain organized systems for opportunities, materials, and information 
• Support the commercial leadership with calendar management and scheduling, occasional travel scheduling 

Who Thrives Here 

You might be a great fit if you: 

• Have event management and/or executive assistance experience (5+ years preferred)
• Enjoy both planning and hands-on execution 
• Take pride in details others miss 
• Have a creative eye for all things hospitality 
• Naturally bring structure to fast-moving environments 
• Communicate clearly and follow through reliably 
• Have direct experience in food / hospitality 
• Care about sustainability and mission-driven work 

What We Value 

• Ownership over rigid job boundaries 
• Thoughtfulness and kindness in how we work together 
• Craft and quality in execution 
• Clear communication and reliability 
• Building something meaningful with a small, committed team 

Practical Details 

• Bay Area–based role, preferred around San Francisco, CA 
• Hybrid role: Work is remote most days, with one required weekly in-office collaboration day at our San Jose office. Presence is also required at events and as needed in-office, for example for sample shipments. 
• Driving required between San Francisco, East Bay, and San Jose 
• Occasional evening or event hours, expected 4-5 days per month 
• Ability to transport event materials and product samples 

Logistics 

• Savor offers compensation commensurate with experience, including a base salary of $120k-$150k. Additional benefits include: 
• Equity participation at a meaningful stage in Savor’s growth. 
• Participation in Savor's performance bonus program, currently under development. The program is anticipated to offer a target bonus of 10–15% of base salary, tied to individual and company performance.  
• Health, dental, and vision coverage.   

We are an Equal Opportunity Employer - we do not discriminate in hiring, promotions, or any other way on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.   

Contact with your resume/CV if you are interested in learning more about this opportunity.

About the Company

ArtHaus Partners creates housing that is both inspiring and attainable. Founded in Oakland, we design, develop, and manage homes for the urban workforce—renters who have too often been priced out of the communities they support. With roots dating back to 1977, our team has grown into a fully integrated company committed to reimagining affordable housing.

Today we hold over $800 million in assets across 160 profitable residential and multifamily projects, with over 3700 units under management and development in over 60 buildings. By adhering to our five core investment principles – cycle resistance, resident experience, efficiency, cash flow and impact – we consistently create value.

About the Role

The Executive Assistant is a trusted partner to the CEO and senior leadership team, responsible for ensuring seamless daily operations, executive effectiveness, and high standards across administrative, operational, and client service functions. This role requires exceptional judgment, discretion, flexibility, and the ability to operate across strategic priorities and hands-on execution.

In addition to corporate responsibilities, this role supports family office functions, requiring a high level of trust, professionalism, and adaptability. The Executive Assistant will assist with select personal and household-related matters for the CEO and, when appropriate, provide support to immediate family members. Periodic travel is required to support executive meetings, site visits, investor engagements, company events, and family office needs.

Key Responsibilities

Executive & Strategic Support

• Act as a close partner to the CEO, supporting all aspects of executive workflow, priorities, and daily execution.
• Manage highly sensitive, high-volume email communications on behalf of the CEO, drafting nuanced responses and routing messages with appropriate context and urgency.
• Maintain a prioritized, organized running list of CEO action items, deadlines, and decision points.
• Travel with or in advance of the CEO as needed to support meetings, events, site visits, and off-site commitments.
• Maintain the highest level of confidentiality across executive, company, investor, and family office matters when applicable.

Calendaring for CEO/Executives/Business Development, Meetings & Follow-Through

• Coordinate complex in-person and virtual meetings with internal teams, investors, partners, and external stakeholders.
• Manage calendar holds, scheduling conflicts, conference room bookings, and multi-location meeting logistics.
• Prepare and distribute agendas and meeting materials in advance of meetings to ensure clarity and efficiency.
• Attend meetings as needed to take detailed notes, document decisions, and track action items with owners and deadlines.
• Distribute post-meeting summaries and follow-ups within 24 hours and track action items through completion.
• Track meeting timing throughout the day to ensure schedules remain on track and transitions are seamless.

Events & Client Service

• Coordinate investor, client meetings and events, including coffees, lunches, dinners, and off-site gatherings
• Create and send event invitations; manage guest lists, RSVPs, confirmations, and follow-up communications
• Coordinate event logistics such as catering orders, delivery, setup, teardown, and post-event cleanup
• Travel as required to support off-site meals, meetings, and events

Investor Relations & External Engagement

• Assist with preparation of investor communications, reports, presentations, and meeting materials.
• Support investor meetings, tours, and follow-ups in coordination with business development and asset management teams.
• Travel as needed to support investor meetings, property tours, and fundraising-related engagements.

Communications & Marketing Support

Support executive and company-level communications and light marketing initiatives, ensuring consistent, polished messaging across channels.

• Draft, edit, and coordinate internal and external communications, including executive announcements, partner communications, and company-wide updates.
• Assist with newsletter marketing, including content drafting, editing, scheduling, and coordination with design or distribution platforms.
• Support CEOs social media coordination by drafting captions, coordinating content calendars, and working with internal or external marketing partners as needed.
• Ensure written communications align with brand voice, executive tone, and strategic priorities.
• Track deadlines and approvals for marketing and communications deliverables to ensure timely execution.

Family Office & Personal Support

• Support family office operations including coordination of personal and business expenses, bill pay processes, and expense classification across company, family office, and personal accounts.
• Provide logistical and administrative support for personal matters related to the CEO, including scheduling, errands, reservations, and time-sensitive requests.
• Assist with personal event planning, household-related coordination, and property-related projects as needed.
• Provide support to immediate family members at the CEO’s direction, coordinating logistics, scheduling, and administrative needs.
• Assist with pet-related care coordination, including scheduling veterinary appointments, grooming, walking and transportation, and care arrangements during travel periods.
• Coordinate executive and family-related travel logistics including itineraries, accommodations, ground transportation, and troubleshooting during travel.

Qualifications & Attributes

• At least 3 Years EA Experience Supporting C-Level Executive is required.
• Highly proactive and anticipatory; identifies needs before being asked.
• Excellent Writing Skills (writing in Executive’s voice, social media copy, newsletters, high stakes external communications)
• Strong project management skills - clear system for tracking projects and providing updates
• At least 1 year of recent experience managing an Executive’s inbox and calendar
• Exceptionally organized with strong attention to detail and follow-through.
• Polished, warm, and hospitality-oriented with strong executive presence.
• Flexible and available to accommodate travel, off-site work, and time-sensitive personal requests.
• Calm under pressure and solution-focused.
• Comfort with quickly adapting to frequently shifting priorities.
• Trusted with sensitive information and exercises sound judgment at all times.
• Comfortable operating in both corporate and family office environments with professionalism and discretion.
• Must have a valid driver’s license and have reliable transportation.
• Must be willing to work out of our Oakland office. This is not a remote position.

Local to Bay area

1 day onsite @ Oakland office.

Role must interface with both business and engineers; expected to work directly with engineering teams.

Focus is on the enterprise data platform and data engineering; not an analytics/visualization role.

Core technical expectations

Strong data ecosystem background: experience leading data products or data warehousing initiatives.

Solid understanding of schemas, databases, and ETL (Extract, Transform, Load) processes; no hands-on coding expected but must be able to engage deeply with engineers and “know what they are talking about.”

Primary data warehouse platform: Snowflake.

Broader big data background acceptable if not purely Snowflake (e.g., Databricks, BigQuery, Redshift).

Current ETL tool: Informatica; hands-on Informatica expertise is not required.

Analytics/visualization not in scope; Power BI knowledge is a nice-to-have, not mandatory.

Role and scope

Titles vary across industry: product owner (PO), project manager, scrum master, TPM; at PG&E, similar roles may be labeled “product managers.”

Not seeking a pure scrum master or a typical external-facing PO who only writes requirements.

Role must interface with both business and engineers; expected to work directly with engineering teams.

Focus is on the enterprise data platform and data engineering; not an analytics/visualization role.

Core technical expectations

Strong data ecosystem background: experience leading data products or data warehousing initiatives.

Solid understanding of schemas, databases, and ETL (Extract, Transform, Load) processes; no hands-on coding expected but must be able to engage deeply with engineers and “know what they are talking about.”

Primary data warehouse platform: Snowflake.

Broader big data background acceptable if not purely Snowflake (e.g., Databricks, BigQuery, Redshift).

Current ETL tool: Informatica; hands-on Informatica expertise is not required.

Analytics/visualization not in scope; Power BI knowledge is a nice-to-have, not mandatory.

Event Coordinator Assistant

Hybrid (3 days onsite, 2 days remote) – Brisbane, CA

To get the best candidate experience, please consider applying for a maximum of 3 applications within

12 months to ensure you are not duplicating efforts.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or assume sponsorship responsibilities for employment visas at this time.

About Odoo

Odoo is an open-source enterprise resource planning (ERP) platform that helps companies manage and streamline their operations through a single, integrated system. Our modular suite of business applications—covering everything from accounting and inventory to CRM and project management—works together seamlessly to support efficiency and growth. Learn more about us here.

About the Job:

We are looking for an Event Coordinator Assistant to support the planning and execution of Odoo events in the San Francisco office. This role will work closely with the events team to assist with logistics, preparation, and coordination for webinars, business shows, and Odoo Academy events.

This position is ideal for someone early in their career who is highly organized, proactive, and interested in gaining hands-on experience in event operations.

Responsibilities:

• Support the planning and coordination of Odoo webinars, Odoo Academy sessions, and business shows hosted in the San Francisco office
• Coordinate event logistics including materials preparation, inventory tracking, supply ordering, and shipment management
• Prepare event materials and equipment for local events and team travel
• Help manage event setup, on-site operations, and breakdown to ensure smooth execution
• Track and maintain inventory for event materials and promotional items
• Collaborate with internal teams to support event preparation and logistics
• Provide administrative and operational support to the events team
• Help organize materials and documentation following events

Qualifications:

• Bachelor’s degree or equivalent experience
• 0–2 years of professional experience, preferably in events, operations, marketing, or administrative support
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and stay organized in a fast-paced environment
• Comfortable supporting cross-functional teams
• Proactive attitude and willingness to learn
• Spanish language skills are a plus

Nice-to-Have:

• Knowledge of working in software
• Sociable and outgoing cultural fit
• Strong writing abilities
• Willing to learn constantly and work proactively
• Can lift 50+ lbs

Compensation and Perks:

• Healthcare, Dental, Vision, Life Insurance, FSA, HSA Matching, 401K Matching, and Commuter Benefits
• PTO (Paid-time-off), paid sick days, and paid holidays
• Employee Assistance Program: 3 X 1-hour telehealth calls with certified mental health professionals
• $100 towards a work-from-home office setup
• Evolve in a nice working atmosphere with a passionate, growing team!
• Chef-prepared lunches - snacks, fruit, and coffee/drinks on tap!
• Company-sponsored events for groups of 6+ employees

The salary range for this role is $65,000-$75,000. Please note that actual salaries may vary within the range, or be above or below the range, based on factors including, but not limited to, education, training, experience, professional achievement, business need, and location.

Ensuring a diverse and inclusive workplace where we learn from each other is core to Odoo's values. We welcome people of different backgrounds, experiences, abilities, and

perspectives. We are an equal-opportunity employer and a pleasant and supportive place to work. Pursuant to the San Francisco Fair Chance Ordinance, we will consider employment-qualified applicants with arrest and conviction records.

Who We Are

At TRADEMARK, we transform bold ideas into jaw-dropping experiences. As a global corporate event production agency, we collaborate with leading brands across technology, entertainment, and beyond to design events that captivate and inspire. From large-scale conferences to intimate brand activations, we deliver the extraordinary.

With over 25 years of experience, TRADEMARK has partnered with industry leaders such as Adobe, Slack, Pfizer, Clay, and Lucasfilm to engage the most discerning audiences. We balance big-picture strategy with flawless execution, drawing on insider expertise from the brands we serve and a deep understanding of what excellence looks like in the real world.

TRADEMARK upholds sustainability, diversity, equity, and inclusion across all regions where we operate, ensuring our solutions are mindful of social impact at every stage of the process.

The Role

TRADEMARK is seeking a Senior Producer (Contract) to lead the planning and execution of large-scale experiential events and complex live productions. This role begins as a project-based contract engagement, supporting high-impact client programs and flagship events.

As a Senior Producer, you will own the end-to-end production of multiple projects simultaneously, guiding strategy, managing client relationships, and ensuring flawless execution across every stage of delivery. You will oversee budgets, timelines, vendors, and cross-functional teams while maintaining the highest standards of production quality.

This role requires a strategic thinker and experienced operator who can anticipate challenges, solve problems in real time, and lead teams with confidence in fast-moving environments. You will serve as a trusted client partner while ensuring every program is delivered with precision, creativity, and operational excellence.

What You’ll Do

Project Leadership & Client Strategy:

• Lead end-to-end production for large-scale experiential projects, managing timelines, budgets, and deliverables from concept through execution
• Serve as the primary client partner, guiding strategy, managing expectations, and ensuring alignment with client goals
• Support new business opportunities by contributing to RFPs and identifying growth within existing client relationships
• Provide high-level oversight across creative, production, and operational workstreams

Production & Logistics Management:

• Develop and manage production schedules, vendor partnerships, and project budgets
• Oversee venue logistics, permitting, and compliance requirements
• Lead onsite event execution, troubleshooting challenges while maintaining a calm and professional presence
• Ensure seamless coordination across internal teams, venues, and vendors

Team Leadership & Collaboration:

• Mentor Producers and Coordinators, providing guidance and support across projects
• Align internal teams, freelancers, and vendors to ensure smooth collaboration and delivery
• Provide leadership and problem-solving during high-pressure moments

Post-Event Execution & Financial Oversight:

• Lead post-event reconciliation, reporting, and budget closeout
• Capture key learnings and process improvements to strengthen future productions
• Maintain accurate financial tracking to support project profitability

What You Bring

• 10+ years of experience leading large-scale experiential events, brand activations, or corporate productions from concept through execution
• Proven ability to manage multiple complex projects simultaneously while maintaining high production standards
• Strong client leadership with experience building trusted relationships and guiding strategic conversations
• Deep expertise in live production environments, including multi-day conferences, global brand activations, and high-profile launches
• Advanced project management skills with experience managing timelines, budgets, vendors, and production schedules
• Strong financial oversight, including budget development, forecasting, and vendor negotiations
• Experience managing venues, permitting requirements, logistics planning, and operational risk
• Demonstrated ability to mentor Producers, Coordinators, and cross-functional teams
• Strong communication and presentation skills when working with clients, stakeholders, and executive teams
• Comfort working in fast-paced environments and solving problems in real time
• Proficiency with production and collaboration tools such as Airtable, Slack, and Google Workspace
• Willingness to travel and work flexible hours based on event schedules

Success in This Role

Success in this role means leading complex experiential productions with confidence, precision, and strategic perspective.

You will:

• Lead large-scale events that meet client objectives while maintaining exceptional production standards
• Build trusted client relationships while guiding projects from concept through execution
• Keep teams aligned, organized, and moving forward across multiple concurrent productions
• Maintain strong financial oversight and operational discipline across budgets and vendors
• Elevate the quality, efficiency, and impact of TRADEMARK’s event experiences

Compensation

This is a project-based contract role paid hourly.

The anticipated pay range for this position is $50–$110 per hour, with final rates determined by experience, portfolio, scope, and location.

As a contract role, compensation may vary by project and is aligned to the level of responsibility and complexity of each engagement.

Equal Opportunity Employer

TRADEMARK is proud to be a minority-owned, woman-owned company and an equal opportunity employer committed to building a diverse and inclusive workplace. We consider all qualified applicants for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity, and gender expression), national origin, citizenship status, age, disability, veteran status, or any other status protected under applicable federal, state, or local law.

We are committed to maintaining a workplace free from discrimination and harassment. This policy applies to all aspects of employment, including recruiting, hiring, placement, promotion, compensation, training, and advancement.

Executive Personal Assistant

60% Executive Support • 40% Personal & Family Support

San Francisco, CA | In-Person | Full-Time

About the Company

Meanwhile is the world's first licensed and regulated Bitcoin life insurance company, founded in 2022 by Zac Townsend and Max Gasner. Operating entirely in Bitcoin from premiums to claims. Meanwhile is on a mission to democratize access to financial protection for a new generation of policyholders. The company has raised over $80M from investors and is building the infrastructure for life insurance in the digital economy.

About the Role

Zac is seeking his first-ever dedicated Executive Personal Assistant, someone who will sit in-office daily and serve as his operational right hand across both his professional and personal life. This is a highly dynamic, judgment-intensive role for someone who thrives in ambiguity, takes full ownership, and moves fast without cutting corners.

The company has scaled from 5 to 24 people, is navigating a major growth phase, and the CEO's time is at a premium. The EPA will be the connective tissue between Zac's work calendar, his home, and the people who depend on him including his team, his wife, and their two young children.

This role is for someone who takes deep pride in execution, anticipates needs, and finds satisfaction in making a founder's life seamlessly functional.

Key Responsibilities

EXECUTIVE & OFFICE SUPPORT

• Own and manage Zac's calendar end-to-end, syncing professional commitments with personal obligations and stakeholder availability (including his wife's schedule)
• Triage Zac's inbox (Superhuman), draft responses, create templates, and escalate only when necessary
• Act as the team-facing point of contact in Slack collect action items owed to Zac, track deliverables, and produce a daily/weekly digest
• Prepare meeting briefs, talking points, pre-reads, and post-meeting follow-ups
• Run light contract review read NDAs and agreements for anything unusual before routing to Zac or General Counsel
• Plan and coordinate quarterly offsites: 2 in SF, 1 in NY, and 1 international destination per year including hotels, travel, agendas, and team logistics
• Handle office management: pantry stocking, equipment inventory, building communications, furniture orders, and vendor coordination
• Support light HR administration: run bi-weekly payroll in Rippling, obtain state tax IDs for new remote hires, complete employment verifications, and onboard new employees into company systems
• Manage vendor documentation internally track and maintain the company's vendor review workflow and records
• Research trip logistics (e.g., who Zac should meet with in NY) listen actively, ask smart questions, and pull in relevant team members
• Support compliance training logistics and internal documentation as needed

PERSONAL & HOUSEHOLD SUPPORT

• Manage and coordinate vendor relationships for the Balboa Terrace residence.
• Manage both vehicles: service appointments, registration, insurance, and roadside issues
• Oversee the SF rental property: coordinate repairs, communicate with tenants, manage contractors
• Assist with ongoing personal errands, travel bookings, family events etc. 
• Keep personal finances organized: manage credit cards to the right accounts, track receipts, and liaise with Zac's accountant when needed
• Coordinate and maintain kids’ home school tutor’s schedules
• Source and book tickets for family activities (ski team, events, travel) without overstepping wife's ownership of trip planning

What Success Looks Like

• Zac's work calendar and personal calendar are fully in sync nothing falls through the cracks
• The office runs smoothly: snacks are stocked, equipment is ready, and team admin is off Zac's plate
• Household vendors are managed proactively Zac and his wife never have to chase anyone
• His wife notices that her own mental load has decreased
• Action items owed to Zac are tracked and followed up without him asking
• Zac is prepared for every meeting and every trip, without having to over-explain
• This person has become a trusted, discreet, indispensable partner

Ideal Candidate

• 5-8+ years of EA/PA experience supporting a founder, CEO, or high-net-worth individual in a fast-moving environment
• Background in a regulated industry (fintech, financial services, legal, or similar) is a strong plus Meanwhile operates in a compliance-heavy environment
• Exceptionally organized with strong calendar management instincts across both professional and personal domains
• High EQ and situational awareness knows when to act independently, when to ask, and when to quietly involve a spouse or third party
• Low ego, hands-on, and proud of excellent execution at every level
• Discreet and trustworthy this person will have access to the family home, financial accounts, and sensitive business information
• Strong written communicator; able to draft in Zac's voice for contracts, internal Slack messages, and vendor communications
• Comfortable being present on-site (office or home) when needed; valid driver's license required
• San Francisco-based or willing to relocate

TECHNICAL PROFICIENCY

• Slack, Asana, Superhuman, Rippling (or similar HRIS)
• Google Workspace (Docs, Sheets, Calendar), macOS, Apple devices
• Claude / ChatGPT comfort with AI tools for research and drafting
• Nice to have: familiarity with regulated financial or compliance workflows

Work Style & Expectations

Zac's day typically runs 8am–4pm in the SF office at 44 Montgomery St, with calls starting at 8am. He is offline from 5–7pm for family time, then back online from 7–10pm. He will send Slacks and emails outside of hours responses are expected during core hours (8am–4pm) unless it's an urgent matter. He is also open to one work-from-home day per week for the right candidate.

The expectation is in-person presence whenever Zac is in the office, and continued on-site work at the office or home on days he is traveling or remote.

Compensation & Benefits

• Salary: $180,000–$280,000 depending on experience
• Health, dental, and vision benefits
• Equity consideration for the right candidate
• Work alongside one of SF's most interesting founders at a category-defining, venture-backed startup