Executive & Personal Assistant to CEO

Appodeal•Parkland, FL

11d•Hybrid

About The Position

Appodeal is hiring an Executive & Personal Assistant to the CEO to protect the CEO’s time and reduce the number of decisions he needs to make. The role covers both executive and personal operations, including the CEO’s integrated calendar, work and home environments, travel, health and wellness, household and office administration, personal and corporate finance administration, and coordination of the support team. The assistant directs execution and remains accountable for outcomes while reporting directly to the CEO. The role also requires building and maintaining systems for oversight and reporting, including personal and team scorecards, automatically populated digital logs, and a Monday-morning view of work status for the CEO. Existing processes include automated meeting capture, transcription and OKR check-in data, as well as travel booking guided by a written playbook. The assistant is expected to automate recurring work with AI tools and, as administrative tasks become more automated, review system outputs, identify exceptions, and manage people and vendors. The position is based in Parkland, Florida, with four days a week in the office and one remote day. Candidates outside Florida may be considered if they are willing to relocate; relocation is covered in full. Occasional travel with the CEO is expected, principally to Barcelona around quarterly business reviews.

Requirements

Prior experience supporting a founder or CEO across both business and personal domains; scheduling-only or office-management-only experience is not sufficient.
Experience coordinating people and vendors without formal authority, such as household or office staff, contractors and service providers.
Experience coordinating international travel, including flights, hotels, visas and ground transport.
Ability to build and maintain a scorecard or dashboard from scratch, define tracked metrics, automate data collection where possible, and explain the results to others.
A demonstrated record of maintaining a reporting rhythm under operational pressure, supported by artifacts personally built and maintained.
Demonstrated AI experience in relevant workflows such as scheduling, meeting notes and action items, reporting or document drafting, with the ability to describe improvements, results and output validation.
Advanced Google Workspace skills, and experience with Slack and Zoom.
Experience with a corporate expense platform such as Ramp, payroll for hourly employees such as Rippling, and light bookkeeping.
Exceptional attention to detail and very high personal standards.
Resilience in handling a high volume of competing tasks without allowing reporting cycles to slip.
Independent judgment and comfort making decisions and being accountable rather than escalating everything.
High discretion and privacy standards regarding business, family, health and finances.
Fluent English.
US work authorization.
Willingness to work from Parkland four days a week and remotely one day a week.
Willingness to be on site more often when circumstances require it.

Nice To Haves

Experience with Confluence and Jira, or comparable documentation and tracking tools.
Experience with an OKR tracking system, a meeting-management tool such as Fellow, or a scheduling AI such as Motion.
Knowledge of nutrition, health and wellness.
Experience hiring and onboarding household or office staff.
Experience with immigration and visa processes.

Responsibilities

Own the CEO’s integrated professional and personal calendar, including meetings, travel, training, treatments and family commitments.
Enforce meeting discipline by preparing agendas, confirming attendees, circulating pre-reads 24 hours in advance, and ensuring action items are captured and closed before the next meeting.
Use judgment to decline, defer, delegate or escalate requests for the CEO’s time; independently resolve calendar conflicts and report the resolution.
Build and maintain personal and team scorecards covering each person and vendor in the support perimeter, with digital logs of dates, responsibilities and reports.
Maintain weekly and biweekly reporting rhythms, track commitments in the company’s OKR system, and follow through to closure.
Automate recurring work using AI tools, including meeting notes, action items, scheduling, reporting and document drafting; review system outputs and catch exceptions.
Ensure the Parkland office, Barcelona setup and CEO’s home are ready, including climate, lighting, air quality, noise, cleanliness, food and connectivity; resolve environment issues directly.
Manage business and personal travel end to end, with a travel assistant executing bookings according to a playbook for class, hotels and budget; handle disruptions as they occur.
Manage conferences, quarterly business reviews, executive meetings, family occasions and milestones, gifts and deliveries.
Coordinate medical, dental and concierge medical appointments and follow-ups; maintain continuity of care across providers.
Manage training schedules, wellness treatments and nutrition with chefs in Parkland and Barcelona, and actively protect wellbeing decisions.
Coordinate the travel assistant, house manager, driver, handyman, office and household vendors without formal line authority; hire and onboard supporting roles, beginning with an office manager.
Run biweekly payroll for hourly staff and verify timesheets before approval.
Review vendor contracts, renewals and service quality; supervise office operations, including lease matters, setup and improvements.
Manage corporate card receipts, notes and monthly close; administer personal and family payments through a dedicated account, including regular reporting and funding requests.
Perform light bookkeeping and cost reviews across the support perimeter.
Drive immigration, visa and documentation matters to completion, including in-house filings and deadline tracking.
Manage household administration, including security and camera systems, maintenance, insurance and service contracts; handle family support requests with CEO approval.
Travel occasionally with the CEO, principally to Barcelona around quarterly business reviews.