Description
ROLE
REPORTS TO: CEO
Location: In-Person At Office in Westfield, NJ
Are you highly organized, resourceful, and thrive in a dynamic environment where no two days are alike?
We are seeking a Personal Assistant to support the CEO in their daily activities, both professionally and personally.
You serve as the liaison between the CEO of Client Accelerators, and the rest of his personal life.
This means you are responsible for executing processes and making decisions on behalf of the CEO. You will work on a one-to-one basis on a variety of tasks related to the CEO’s working and personal life.
You'll work directly with our accomplished CEO who usually has his head in the clouds thinking abstractly about visionary projects and client strategies.
Additionally, you will play a key role in supporting the CEO’s personal brand by assisting with filming and organizing YouTube content.
Your sole job is to make sure that many of his day-to-day necessities are taken care of so his time is freed up for thinking, business development and executing.
Given his time constraints and personality, some of his requests to you will be abstract and ambiguous.
But you're an independent and critical thinker who isn't intimidated by that. You never fear asking a "stupid" clarifying question.
But you also don't need step-by-step instructions and you frequently do quick research to generally educate yourself on the topic, so you can ask smarter, clarifying questions to zero in on the right approach and solution for the task at hand.
To be the best personal assistant for him, you will need to be flexible, calm under pressure, a strategic thinker, and also able to work quickly when needed.
The CEO's requests won't always be easy. He's always stretching and growing himself and that will mean the same for you.
Some examples are..
- CEO needs your help to layout a project brief for his office design/build-out & make sure there’s full congruency on budget, timeline, and process with the General Contractor.
- His dog needs to get dropped off to get groomed & picked up in the middle of the work day.
- The laundry machine in his house needs to be fixed & you need to coordinate with the appliance center & be there when they show up.
- The CEO needs your help getting 27 tax forms printed out, organized, signed, and mailed before the tax deadline.
If you get stumped easily, this is definitely not the right job for you.
He's ONLY interested in someone who thrives on being stretched, challenged, intellectually stimulated... and never broken.
RESPONSIBILITIES
- Household & Office Management: Oversee day-to-day operations of the CEO’s household, including coordinating contractors and other service providers.
- Pet Care: Manage the well-being of the CEO’s dogs, walking & ensuring regular grooming, exercise, and vet appointments are scheduled and completed. On occasions, help the CEO with pet management over the weekend.
- Grocery Shopping & Meal Prep: Ensure the home is stocked with groceries and meal prepping or coordinating meal services to maintain a healthy diet for the CEO.
- Personal Errands: Complete various errands, such as picking up dry cleaning, shopping, and managing online orders and returns.
- Home & Office Organization: Maintain an orderly and clutter-free home environment, including overseeing seasonal wardrobe changes, household supplies, and home office organization.
- Vendor & Contractor Management: Liaise with vendors and contractors for household maintenance and repairs, ensuring all tasks are completed to satisfaction.
- Administrative Support: Handle ad-hoc administrative tasks as needed, such as document management, research, and handling confidential information.
- Content Creation Support: Assist with setting up and filming YouTube content, including managing camera equipment, lighting, and sound to ensure high-quality production. Coordinate with the CEO on content scheduling and organization.
- Talent Booking & Coordination: Source, vet, and book talent (e.g., actors, influencers, voice-over artists) for ad filming sessions both for internal agency projects and for client campaigns.
- Special Projects: Assist with research and project management for any special tasks, including sourcing items, coordinating gifts, or planning family vacations.
- Personal Financial Management: Manage & track personal budgets for the CEO, ensure all credit card expenses are logged correctly, & track progress towards CEO’s goal of $40,000 a month in passive income.
- Mail Management: Track, manage, categorize and coordinate any and all physical mail with the ops team, specifically with the EA to knock out taxes, insurance and other associated stuff.
Debrief CEO at beginning of each day on emails/messages/requests/inquiries that you are unable to respond to without his insight.
Assisting the CEO in the execution of new projects and objectives within his personal life. This can range from scheduling meetings to filling out any and all paperwork to managing vendors and follow ups to launching a new book or funnel.
Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information for the CEO as requested
RESULTS
- 100% of Personal Tasks Completed On Time: All assigned personal tasks (e.g., errands, appointments, shopping) are completed on time without needing follow-up or reminders.
- 4-6 High-Quality YouTube Videos Produced Monthly: Coordinate and support the production of 4-6 high-quality YouTube videos per month, ensuring all deadlines are met.
- 100% Pet Care and Home Maintenance Needs Addressed: All pet care and home maintenance needs are managed proactively, with zero missed appointments or issues.
Monthly Financial Savings on Household Expenses: Identify and implement cost-saving measures to reduce household expenses by a targeted percentage each month.
Requirements
- 3+ years of experience in a similar role, supporting a high-level executive or business owner.
- Proven ability to manage multiple tasks and adapt to a fast-paced environment.
- Experience with video equipment and a basic understanding of filming principles is a plus.
- Strong organizational and time management skills.
- High attention to detail with the ability to foresee needs and proactively address them.
- Exceptional communication skills, both verbal and written.
- Discretion and confidentiality are paramount.
- Ability to maintain a positive attitude and be a solution-oriented thinker.
- Valid driver’s license and reliable transportation.
- Ability to handle pets and manage their care effectively.
- Proficient in Microsoft Office, Google Suite, and other relevant software applications.
Schedule
- Monday to Friday with some weekend availability required based on the CEO's needs.
- On-call availability for urgent matters.
What Success Looks Like In Your First 30 - 60 - 90 Days
First 30 Days:
- Primary Focus: Assist with the filming and production of 4-6 high-quality YouTube videos, ensuring all aspects of the content creation process (e.g., setup, equipment management, video quality, and sound) are handled efficiently.
- Develop a system for organizing video content and footage, making it easy to retrieve and edit as needed.
- Establish a content production calendar and work closely with the CEO to ensure all filming sessions are aligned with the CEO’s vision and goals.
- Learn the CEO’s preferences for video production, style, and editing, and ensure all content meets or exceeds those standards.
- Gain a thorough understanding of the CEO’s daily routines and needs, building a foundation for household and personal task management.
- Establish a relationship with all household staff, contractors, and service providers, ensuring smooth communication and task management.
- Respond to personal and professional emails or messages as directed, with a 95% accuracy rate in communication.
First 60 Days:
- Take ownership of the CEO’s calendar, proactively scheduling and managing all personal and professional appointments with zero conflicts.
- Implement at least three new organizational systems to streamline household management, such as a scheduling system for household staff or a grocery inventory system.
- Begin managing all travel logistics independently, with a focus on cost-saving opportunities and efficiency.
- Support the filming of 4-6 high-quality YouTube videos each month, ensuring that all aspects of content creation are handled with professionalism and attention to detail.
- Develop a system for managing ongoing personal errands and tasks, reducing the CEO’s involvement in these activities by 50%.
First 90 Days:
- Fully own and manage all aspects of the CEO’s personal life, including household management, travel arrangements, and personal appointments, reducing the CEO’s need to intervene by 80%.
- Achieve a 100% completion rate for all assigned tasks, with proactive follow-up and communication on status and results.
- Film and support the production of 6+ YouTube videos per month, while taking a lead role in optimizing the process for better quality and efficiency.
- Proactively identify areas for improvement in the CEO’s personal life and propose solutions that enhance overall productivity and well-being.
- Establish a rhythm of ongoing communication and updates with the CEO to ensure alignment on all personal and household goals.
COMMUNICATION EXPECTATIONS
- We use Slack for Internal & Client Communications.
- We value over-communication (more context the better)
- We value speed in communication (be prompt in responding or provide context as to why you may be slow to respond)
- Weekly Full Team Meetings
- Daily Stand Ups with Pod Leads
- Quarterly In-Person Events with Leadership Team
Benefits
- Full Benefits - Dental, Vision, Medical
- Opportunity to work closely & learn from a dynamic and fast-paced executive.
- Company Leadership Events and Industry Conferences
- Potential for career growth and expansion into other roles within the organization.
