Executive Assistant to the CEO

Client Accelerators • Westfield, NJ

4d • $60,000 - $84,000

About The Position

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.

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

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
• 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)

Nice To Haves

• Strong business acumen
• Self-directed, flexible and enthusiastic with a focus on Results
• Exceptionally strong time management and organizational skill set, excellence in both written and verbal communication with superior follow-through skills
• Proactive in nature with the ability to multitask while still providing a high attention to detail and deadlines
• Excellent analytical and problem solving skills with the ability to “think on your feet”

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

Benefits

• Competitive Salary Package with bonus structure
• Unlimited PTO
• Great career growth opportunity - You’ll be working with ‘A’ players in Operations, Sales, Creative, and Media Buying
• Company Leadership Events and Industry Conferences

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level