Executive Assistant & Chief of Staff to the CEO
About The Position
Aardvark Studios is looking for a highly capable, calm, proactive, and trustworthy Executive Assistant & Chief of Staff to support our CEO and help keep the business running at a high level. This is not a traditional assistant role. This person will act as the CEO’s right hand and a force multiplier for the business. You will manage competing priorities, protect the CEO’s time aggressively, help create structure in a fast-moving environment, and ensure important details do not fall through the cracks. You will help remove the CEO as a bottleneck by making decisions, building systems, pushing things forward, and helping the business operate more efficiently and with less chaos. This is a high-trust, high-impact role for someone who thrives on ownership, discretion, follow-through, and becoming indispensable. The right person for this role is calm under pressure, emotionally intelligent, highly organized, proactive, assertive when needed, and able to manage a fast-moving CEO and business without becoming overwhelmed. This role is not for everyone. It is best suited for someone who takes pride in being the person who can handle complexity, protect others, solve problems, manage details, and keep things moving without needing to be asked twice.
Requirements
- Calm, steady, and composed under pressure
- Highly organized with exceptional attention to detail
- Known for strong follow-through and closing loops
- Assertive, confident, and comfortable pushing back when needed
- Emotionally intelligent and able to work effectively with different personality types
- Discreet, trustworthy, and professional with sensitive information
- Service-oriented and motivated by helping others succeed
- Comfortable interacting with people at every level, from senior leaders and clients to vendors, contractors, drivers, and office staff
- A self-starter who takes ownership and solves problems independently
- Someone who thrives in a fast-moving, entrepreneurial environment
- Forward-thinking and comfortable leveraging technology and AI to improve efficiency
- Comfortable supporting both professional and personal aspects of an executive’s life
- Someone who takes pride in being a steady, reliable, behind-the-scenes partner
- Able to be available outside of normal business hours when needed
Nice To Haves
- This role is not for everyone.
- This is not a traditional assistant role.
- This is not for everyone.
- This role is not for everyone.
- This is not a purely administrative role.
- You are uncomfortable handling both business and personal matters.
- You prefer to stay in your lane rather than jump in where needed.
- You are uncomfortable working with a high-energy, fast-moving CEO.
- You do not take pride in being the calm, organized person others rely on.
- You are looking for an easy job.
Responsibilities
- Own and manage the CEO’s constantly changing calendar across business and personal commitments
- Protect the CEO’s time, priorities, and energy
- Act as a gatekeeper and partner, ensuring the CEO stays focused on the highest-value work
- Coordinate appointments, meetings, travel, reservations, and personal logistics with discretion
- Track follow-ups, deadlines, and commitments to ensure nothing falls through the cracks
- Keep the CEO organized, on time, and prepared
- Step in, push back, and say no when necessary
- Anticipate issues before they become problems
- Serve as a trusted sounding board and calm presence for the CEO
- Own the day-to-day office environment and ensure it is organized, clean, stocked, and running smoothly
- Coordinate vendors, office services, deliveries, maintenance, and general operational needs
- Help create a welcoming, professional, and productive environment for employees and visitors
- Act as a go-to person for day-to-day questions and issues
- Solve problems quickly and keep small issues from becoming larger distractions
- Build systems and structure around office operations so things are organized, repeatable, and not dependent on memory
- Own and manage core People operations across the business
- Lead recruiting efforts, including job postings, resume review, candidate coordination, interview scheduling, and managing candidate flow through the ATS
- Support hiring managers and help ensure a smooth and professional hiring experience
- Lead employee onboarding and ensure new hires have a strong, organized start
- Manage and maintain People systems, HR files, documentation, PTO tracking, ATS, and HRIS platforms
- Support employee communication, celebrations, events, and culture initiatives
- Help answer employee questions and maintain a positive employee experience
- Ensure People processes are organized, consistent, and documented
- Build systems, processes, and workflows that reduce chaos and improve efficiency
- Help remove the CEO as a bottleneck by creating repeatable systems that others can follow
- Identify opportunities to improve organization, communication, and follow-through across the business
- Use technology, software, AI tools, scheduling tools, project management systems, ATS/HRIS platforms, and other tools to improve productivity and stay ahead of needs
- Be comfortable with everyday business and home technology including tools and systems such as ChatGPT, AI assistants, calendars, smart home technology, Sonos, Ring, Nest, Leviton, IoT devices, and other connected systems
- Be resourceful and comfortable troubleshooting or coordinating solutions when technology issues arise
Benefits
- Paid time off
- Medical, dental, and vision benefits
- Short- and long-term disability options
- Retirement matching after 1 year
- On-site private-use gym
- Free Tesla charging
- Dog-friendly workspace
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
