Executive & Personal Assistant to CEO

Appodeal•Parkland, FL

19d•Hybrid

About The Position

Appodeal is a dynamic US-based product company with a truly global presence, operating in the mobile app monetization space. The company values continuous learning, making an impact, solving exciting challenges, and enjoying the journey. This role is for an Executive & Personal Assistant to the CEO, responsible for protecting the CEO's quality time and reducing the number of decisions he personally has to make. The role encompasses owning the CEO's calendar, working and living environment, travel, health and wellness operations, household and office administration, and finance administration. A key aspect of this role is not only running the operation but also building the systems that support it, including scorecards, automated reporting, and AI-driven task management. The position reports directly to the CEO.

Requirements

Prior experience supporting a founder or CEO across both business and personal domains.
Experience coordinating people and vendors without formal authority (e.g., household or office staff, contractors, service providers).
Experience with international travel coordination (flights, hotels, visas, ground transport).
Ability to build and maintain a scorecard or dashboard from scratch, define tracked metrics, ensure automatic data input where possible, and explain the data.
A track record of maintaining a reporting rhythm under operational pressure, evidenced by self-created artifacts.
Demonstrated AI experience in scheduling, meeting notes and action items, reporting, and document drafting, with the ability to describe improved workflows and validated results.
Advanced Google Workspace; Slack; Zoom.
Experience with a corporate expense platform (e.g., Ramp) and payroll for hourly employees (e.g., Rippling), including light bookkeeping.
Exceptional attention to detail and very high personal standards.
Resilience to absorb a high volume of competing tasks without letting the reporting cycle slip.
Independent judgment and comfort with making decisions and being accountable.
A very high standard of discretion and privacy regarding business, family, health, and finances.
Fluent English.
US work authorization.
Willingness to work from Parkland four days a week with one day remote.

Nice To Haves

Confluence and Jira, or comparable documentation and tracking tools.
Experience with an OKR tracking system.
Experience with a meeting-management tool such as Fellow.
Experience with 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 professional and personal calendar as a single integrated schedule, including meetings, travel, training, treatments, and family.
Enforce meeting discipline: ensure agendas are prepared, correct attendees are present, pre-reads are circulated 24 hours in advance, and action items are captured and closed before the next meeting.
Manage requests for the CEO's time with judgment, declining, deferring, or delegating as appropriate.
Resolve calendar conflicts independently.
Build and maintain a personal scorecard and a team scorecard covering every person and vendor in the support perimeter, with digital logs of dates, responsibility areas, and reports.
Hold a weekly and biweekly reporting rhythm that remains consistent even during high operational demand.
Work within the company's OKR system, track commitments, and follow through to closure.
Automate recurring work using AI tooling for tasks such as meeting notes and action items, scheduling, reporting, and document drafting.
Ensure the Parkland office, Barcelona setup, and CEO's home are prepared before arrival, including climate, light, air quality, noise, cleanliness, food, and connectivity.
Resolve environment problems on the spot.
Own business and personal travel end-to-end, with a travel assistant executing bookings against a playbook.
Manage conferences, quarterly business reviews, executive meetings, family occasions, milestones, gifts, and deliveries.
Handle travel disruptions such as cancellations and reroutes.
Coordinate medical, dental, and concierge medical appointments and follow-ups, ensuring continuity of care.
Manage the training schedule and wellness treatments, and oversee nutrition with chefs.
Actively protect wellbeing decisions.
Coordinate the support team (travel assistant, house manager, driver, handyman) and office/household vendors without formal line authority.
Hire and onboard supporting roles, starting with an office manager.
Run payroll for hourly staff biweekly, verifying timesheets before approval.
Keep vendor contracts, renewals, and service quality under review.
Supervise office operations, including lease matters, setup, and improvement.
Manage corporate cards, including receipts, notes, and monthly close.
Handle personal and family payments through a dedicated account, with regular reporting and funding requests.
Perform light bookkeeping and cost review across the support perimeter.
Drive immigration, visa, and documentation matters to completion.
Manage household administration, including security systems, maintenance, insurance, and service contracts.
Handle family support requests with CEO approval.