Executive Assistant to the CEO

REPORTS TO: CEO

Location: 229 South Ave. W, Westfield, New Jersey, 07909

Compensation Structure: $60,000 - $84,000

Please Read This Full Job Post Before You Apply:

Do you thrive on solving problems and figuring out the possible... and impossible?

Do you like to research tried and true solutions on the web and then adapt those solutions to make anything you do more optimal, efficient, and doable?

You'll read web pages, books, watch videos... whatever it takes... to gain what you need to quickly solve a problem. Every day.

That's just who you are and how you get stuff done.

Then this might be the perfect position for you..

ROLE

You serve as the liaison between the CEO of Client Accelerators, and the rest of the company. 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.

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 executive 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. 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

• Managing projects on behalf of the CEO to ensure the team is held accountable and KPIs are met.

• Meeting Minutes on the Weekly Executive Meeting, Mike’s 1-1’s, as well as documenting project status from these meetings to hold attendees accountable.

• Each week, ensuring the CEO's agenda is set. You will do this by taking all items/projects where he is needed and prioritizing them, then blocking off times of the day for him to work on each. Your job is to ensure maximum productivity within his working hours.

• Debrief CEO at beginning of each day on emails/messages/requests/inquiries that you are unable to respond to without his insight.

• Acting as a Liaison with the Leadership team and CEO. This means that all items needed from the CEO by members of the Leadership team are documented and inserted into the CEO’s calendar.

• Dealing with all incoming communication inquiries on behalf of CEO and acting as a liaison as much as possible on YouTube, Facebook, and Instagram

• Assisting the CEO in the execution of new projects and objectives within the company. 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

• Acting as point of contact for all direct reports of CEO or anyone needing communication with CEO

• Organizing travel and complicated itineraries
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information for the CEO as requested

• Ensuring the CEO’s home is stocked with all items necessary, this includes the correct foods & supplements, which keep him in peak shape and mood everyday.

• Building and maintaining a live asset tracking system for cataloging & inventory control.
• Pet care and management.
• Reminding the Executive of important tasks and due dates as well as decision to be made

• To assist with any other tasks not directly in need of the CEO

• Research and purchase gifts for both business and personal occasions.
• Help CEO deal with banks & refinancing properties

Here's REALLY What This Job Feels Like

CEO Time & Operational Leverage

• Filter, prioritize, and delegate 80% of non-strategic tasks
• Maintain Asana accuracy (updated M/W/F minimum)
• Pre-plan CEO calendar weekly (completed by EOD Friday or Monday 9am latest)
• Ensure fewer than 5 non-urgent interruptions per week

Financial & Banking Management

• Assist the CEO with his personal finances
• 48-hour reconciliation of all financial transactions
• 100% of bills paid on time
• Weekly cash flow update and Monthly financial summary by 5th of each month
• Coordinate with CPA, banks, lenders

Real Estate Portfolio Management

• Maintain 100% rent roll accuracy
• Ensure 100% rent collection logged within 72 hours
• Zero missed tax, mortgage, or insurance deadlines
• Coordinate all maintenance requests within 48 hours
• Maintain property performance dashboard updated bi-weekly
• Deliver quarterly portfolio summary

Content & Media Coordination

• Assist the CEO in launching 4–6 YouTube videos per month
• Maintain 90-day rolling content calendar
• Ensure publishing + metadata + SEO completed 100%
• Track performance metrics monthly

Food & Nutrition Management

You are responsible for maintaining the CEO’s physical operating system.

• Maintain 7-day rolling meal plan aligned with CEO health goals
• Ensure home and office food inventory is stocked 100% of time (no out-of-stock events on priority items)
• Prepare minimum 2–3 fresh meals per day (as scheduled by CEO)
• Track supplement inventory and restock before 7-day depletion window

Office Asset Cataloging & Inventory Control

You are responsible for building and maintaining a live asset tracking system.

• Create centralized digital asset log (within first 30 days)
• Catalog 100% of laptops, desktops, monitors, hard drives, cameras, files, and physical equipment
• Tag each asset with ID number + location + assigned user
• Quarterly physical audit of all assets

Pet Care & Management

You are responsible for the complete management of the CEO's dog.

• Minimum 1 walks per day (weather permitting)
• Maintain feeding schedule 100% adherence
• Track food inventory and restock before 5-day depletion window
• Schedule grooming once or twice a month
• Schedule annual vet + vaccinations before due dates
• Maintain digital pet medical record
• Coordinate boarding logistics when CEO travels

Travel & Logistics

• Complex travel planned minimum 30 days in advance
• Cost optimization comparisons provided
• Detailed itineraries delivered 48 hours prior to departure

RESULTS

• Make sure CEO is focusing on the top 20% of activities that will move the company forward and the other 80% is taken care of / delegated to others
• The CEO's calendar is pre-planned each week or created/reviewed on that Monday of, so that the CEO is maximally effective and all demands of the CEO to move the business forward are completed.
• Vital business and any/all personal appointments are set and pre scheduled as requested, keeping in mind distance, drive times and time between events to accommodate the CEO’s life.

• Appropriate research is done on behalf of CEO to help direct focus involving new projects, ventures & anything else needing attention

• All interactions are screened and handled appropriately, reaching out to the CEO as needed for decision making.

• Asana board is updated at minimum every Monday, Wednesday & Friday

• All inquiries on Social Media/Email are answered by EOD each day.

• Meets with the CEO as requested to debrief on that day's agenda.

Requirements:
REQUIREMENTS

• Works well under tight deadlines and pressing situations

• Ability to adapt to a fast growing company and changing/moving up of role

• Operationally excellent

• Ability to “manage up” the CEO and give assertive directions when it’s best for the company

• HIGH managerial skills

• Ability to design organizational systems on behalf of CEO

• HIGH communication skills

• Ability to learn software quickly

• Efficient with email, phone, scheduling, etc..

• Able to consistently maintain a positive attitude and reflect the demeanor of CEO

COMMUNICATION CYCLE

DAILY

• Communications on priority items via Slack with CEO

• Communications with CEO’s Direct Reports on short or priority items via Slack

• Long-form questions or requests, as well as low-priority items, are consolidated as best possible and communicated via Email, with potential for follow-up via Voxer

• All requests / responsibilities are added to the Asana board and updated daily

• Asana board is up to date Monday/Wednesday/Friday

WEEKLY

• Asana is updated by EOD Friday each week.

• Attends all meetings requested, including but not limited to (subject to change):

• Weekly & Monthly Strategic Team Meetings

• Weekly Executive Meeting

• Predefined 1:1s between CEO and certain Direct Reports

Schedule:

• Monday to Friday
• On call
• Weekend availability

Experience

"Hard" Qualifications:

• Minimum of 3-5 years experience supporting a C-level executive or business owner
• 1-2 years at a top management consulting firm (Bain, BCG, McKinsey, Etc..)
• Bachelor’s degree
• Excellent interpersonal skills with the ability to work well with individuals at all levels of the company
• Demonstrated proficiency with Microsoft Office Suite including Word, Excel and PowerPoint
• Proven ability to perform in a fast-paced, dynamic environment
• Ability to handle multiple high priority tasks at a time without losing focus on daily responsibilities
• Laptop with high speed internet access (Windows preferred but not required)

"Soft" Qualifications:

• Strong business acumen
• Self-directe