Executive Assistant & Chief of Staff to the CEO

Aardvark Studios•Conshohocken, PA

1d•Onsite

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

You are looking for a stepping stone to another role
You need constant direction or reminders
You struggle with follow-through or organization
You prefer highly structured environments with rigid responsibilities
You are uncomfortable making decisions or pushing back when needed
You are not naturally proactive
You get overwhelmed easily in fast-moving environments
You are looking for 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