Executive & Family Operations Assistant
Heartwood Residential | Campbell / Silicon Valley, CA
Part-Time | Hybrid/In-Person | 20-25 Hours/Week
Heartwood Residential is seeking a highly organized, trustworthy, and proactive Executive & Family Operations Assistant to support the owners across both business operations and day-to-day family logistics.
This is a unique opportunity for someone who enjoys creating order, staying ahead of details, and becoming a trusted operational right-hand in a growing, family-oriented business environment.
The role is designed to be approximately 70% business operations support and 30% family logistics support. We are looking for someone who is warm, resourceful, steady, tech-comfortable, and able to move confidently between administrative coordination, errands, scheduling, and hands-on support where needed.
This is not a traditional corporate Executive Assistant role, and it is not a nanny or housekeeping position. The ideal candidate enjoys variety, values trust and relationships, and takes pride in helping busy owners operate more effectively both professionally and personally.
What You'll Help With
Business & Operations Support
- Help manage administrative follow-through, reminders, and open tasks so important details do not get missed
- Assist with inbox organization, simple email drafting, and communication coordination
- Support office organization, supplies, scanning, filing, and administrative systems
- Assist with onboarding coordination and basic setup for new team members
- Coordinate occasional client gifts, team appreciation items, and relationship-focused touches
- Help organize internal documents, notes, forms, and operational checklists
- Run occasional local business errands, vendor coordination, and pickups/drop-offs
- Provide light tech and software support, including app setup and basic troubleshooting
Family & Logistics Support
- Assist with recurring school or activity pickups during weekday afternoons
- Help coordinate calendars, appointments, reminders, and schedules
- Support local errands, including groceries, returns, dry cleaning, and household pickups
- Assist with light household organization and resetting shared spaces when needed
- Help with occasional family events or travel coordination
What We're Looking For
- Previous experience supporting busy professionals, business owners, or families in a high-trust environment is strongly preferred.
- Extremely trustworthy, discreet, and dependable
- Organized and naturally detail-oriented
- Calm, proactive, and able to manage many moving pieces without constant oversight
- Comfortable around children while maintaining professionalism and boundaries
- Strong written and verbal communication skills
- Tech-comfortable with calendars, apps, documents, task systems, and smartphones
- Able to adapt quickly and shift priorities as needed
- Professional, steady, and resourceful with a service-minded attitude
Schedule & Compensation
- Approximately 20-25 hours per week to start
- Primarily Monday-Thursday afternoons
- Hybrid/local support role within the Campbell / Silicon Valley area
- Compensation range: $35-$45/hour depending on experience and fit
- Potential for expanded responsibilities and hours over time for the right candidate
Requirements
- Valid driver's license and clean driving record
- Reliable personal vehicle for local errands and pickups
- Comfortable transporting children as part of the role
- Able to work locally and in person as needed
- Background and reference checks required
How to Apply
If you enjoy helping people stay organized, thrive in a dynamic environment, and want to be part of a relationship-driven business and family culture, we'd love to hear from you.
Please submit the following:
- Your resume
- A brief introduction telling us why this role interests you
- Any relevant experience supporting executives, families, small businesses, or operations