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.

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

• 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

• 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

• 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

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