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Operations And Administrative Specialist

Oakland, CA, USA

Job Type

Full Time - Hourly


On-site & Client's Office (May Require Some Traveling)

Pay Range

$27 - $31 Per Hour



Start Date

Fall 2023

About CircleUp Education

Our Existence: The "Why" Behind Our Efforts

At CircleUp Education, our overarching vision is to craft a future devoid of oppression, racism, and division. Our aim isn't just for the immediate generations but for those we'll never have the privilege of knowing. We envision a world where every individual can thrive without the barriers of prejudice and discrimination.

Our mission is an embodiment of this vision. We dedicate ourselves to the task of creating happy, thriving, and stress-free environments, be it cities, organizations, or schools. Through bespoke training, consulting, coaching, and tools, our focus is laser-sharp: to disrupt implicit biases, mend communal well-being, resolve conflicts, and foster an inclusive, deep-rooted connection. In essence, we are passionate advocates for a world where diversity is celebrated and everyone belongs.

Our Services: The Pillars of Our Intervention

  1. Diversity, Equity, DEI, Implicit Bias: Our primary services aim to actively interrupt discrimination, inadvertent harm, inequities, and implicit biases. We believe in proactive intervention.

  2. Restorative Practices SEL & Culture: We specialize in services that restore and mend. Be it damaged relationships, ineffective disciplinary methods, or deteriorating organizational and school climates, we rebuild and rejuvenate.

  3. Conflict Resolution Facilitation: Conflicts are a natural part of human interaction. Our services focus on resolving high-level conflicts, misunderstandings, disputes, and both community & client conflicts, ensuring harmony and mutual respect.

  4. Anti-Racism & Racism Awareness: We actively combat racism, both deliberate and inadvertent. Our services are designed to halt systems of oppression, privilege, and power dynamics, ensuring a fair playing field for all.

  5. Mindfulness & Stress Reduction Strategies: With the stresses of modern life ever on the rise, we offer services that calm and soothe. From societal stressors to unpredictability, we equip individuals with tools to navigate their mental landscapes.

  6. Executive Coaching & Leadership Training: For those at the helm of decision-making, our services enhance abilities in coaching, strategic planning, and communication, ensuring leaders are well-equipped to guide their teams.

About the Role

In the pivotal role of Operations & Administrative Specialist, you'll act as the cornerstone of organization for our passionate team, overseeing smooth administrative workflows and adept project orchestration. Working in tandem with our co-founders and trainers, your responsibilities span from managing client communications and calendars to orchestrating event preparations, overseeing inventory, ensuring timely product shipments, and assisting with marketing endeavors.

Your expertise in leveraging project management tools like Asana will be crucial in adeptly navigating a myriad of tasks. We're on the lookout for a proactive go-getter who flourishes amidst dynamic challenges and is fervently committed to furthering our company's purpose. Become a part of our journey in fostering a cooperative, avant-garde, and enriching workplace ambiance.



  • Bachelor's Degree in related fields of Office management, Business management, Business administration, Accounting, Business law, Human resources, Operations.

  • Proficiency in Google Suite, Gmail, Mailchimp, Mac OS 10, Android, and iOS operating systems

  • Ability to lift 50-70 lbs

  • Possess a valid driver's license and have access to a reliable vehicle. This requirement is due to the need for transporting training materials to various locations within and occasionally outside the San Francisco Bay Area, some of which may not be easily accessible by public transportation or ride-sharing services.

    • CircleUp Education is committed to ADA and FEHA compliance. Reasonable accommodations will be considered for applicants with disabilities.

    • Adequate personal vehicle insurance coverage is required.

    • Employees will be reimbursed for mileage and other vehicle-related expenses in accordance with California Labor Code Section 2802.

    • Your vehicle needs to be able to transport training materials (2-3 boxes).

  • 2-3 years of experience in a fast-paced administrative or operations role involving multitasking and problem-solving

  • Ability to travel for 1-6 days within the San Francisco Bay Area, California, and throughout the United States

  • Flexibility to start work early on some days (as early as 5:30-6am) and end late on others (as late as 7-9pm), with most shifts lasting between 7-9 hours

  • Must have a vehicle that can transport training materials (3-4 large boxes) 

  • Must be willing to travel/commute to client worksites in the greater bay area, Sacramento, Marin, Santa Clara, and Santa Cruz Counties to name a few.

  • Must be open to traveling for work with trainers to facilitate training services in other states or in Southern California (travel expenses are paid for by CircleUp) 

  • Proficiency in Project Management software (ideally Asana)

Highly Preferred:

  • Proficiency in Adobe InDesign, Illustrator, Photoshop, CRM systems, and Zapier

  • Proficiency in Asana project management software

  • Proficiency in a second language (e.g., Spanish, Hindi, Mandarin, Spanish, Vietnamese, or American Sign Language)

  • Participation in a Restorative Practices or Restorative Justice training

  • Participation in conflict resolution trainings

  • Participation in communication skills trainings


  • Medical and Dental Insurance

  • Vacation accrual starting after 1 year

  • 3-month, 6-month, and 1-year retention bonuses

  • Self-care/Mental Health Days

  • Overtime available upon supervisor approval (depends on employment status)

  • Professional development and advancement opportunities

  • Supportive and collaborative team environment

  • Unique company perks such as wellness programs, team-building events, and volunteer opportunities

Example Routines

As you consider embarking on this rewarding journey with us, we believe it's essential for you to have a clear picture of the responsibilities associated with this role. Presented below are daily, weekly, and monthly routines that offer a glimpse into some typical tasks you might handle. However, it's important to note that this overview provides examples of some but not all tasks. Given the dynamic nature of our work and the ever-evolving needs of our organization, there will undoubtedly be other responsibilities and challenges you'll engage with. This guide is intended to help you visualize what a day, week, or month might look like, assisting in your decision-making process as you contemplate joining our dedicated team.

Daily Routine

  • Check and prioritize company emails.

  • Review and update tasks for the day on Asana or the designated project management tool.

  • Coordinate and confirm schedules for co-founders and trainers; make necessary adjustments.

  • Engage in client communications – answering inquiries, addressing concerns, and sending out reminders.

  • Deposit checks and send out invoices to clients or vendors as needed.

  •  Set up trainings at client locations ensuring all necessary arrangements are made.

  • After training sessions, pack up and properly store training materials and equipment.

  • Conduct inventory checks and order supplies if running low.

  • Engage in administrative tasks such as calls, correspondence, and meetings.

  • Assist in editing training and marketing materials.

  • Engage with vendors and manage relationships.

  • Support team members in any immediate administrative needs.

  • Organize and maintain files, including ones related to development, team members, and projects.

  • Update project management tools with completed tasks and set reminders for the next day.

Weekly Routine

  • Comprehensive check of office supplies and equipment inventory; place orders when necessary.

  • Review the upcoming week's schedules for co-founders and trainers; make necessary adjustments.

  • Plan and coordinate company meetings/events for the forthcoming week.

  • Engage in employee onboarding or offboarding processes if necessary.

  • Update company records and policies using internal training software.

  • Monitor, update, and maintain social media content across platforms.

  • Attend internal team meetings and provide an operations update.

  • Attend meetings with clients and vendors to clarify or obtain logistical information.

Monthly Routine

  • Manage and review insurance policies, compliance items, subscriptions, and tax documents.

  • Conduct a comprehensive inventory check of products and maintain organization records.

  • Assist with marketing projects and campaigns for the month ahead.

  • Review vendor relationships and contracts; renegotiate or revisit terms if needed.

  • Coordinate with co-founders and trainers to schedule trainings and workshops for the month.

  • Review, update, or introduce company policies and ensure all team members are acquainted.

  • Submit a monthly operations report detailing accomplishments, challenges, and recommendations.

Occasional Responsibilities

  • The role involves periodic travel, both within the San Francisco Bay Area and other states. Preparing for these trips, including organizing training materials, handling logistics, and managing itineraries, are critical tasks when they arise.

  • The role might also require participating in or overseeing special projects, especially those related to DEI, restorative practices, conflict resolution, and anti-racism initiatives.

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