Personal Assistant - Fair Lawn, NJ

Sheba Consulting•Fair Lawn, NJ

7h•Hybrid

About The Position

We are seeking an experienced Personal Assistant to support a busy CEO who runs both a fractional executive leadership firm (Sheba Consulting) and a U.S.-based nonprofit that provides direct operational and logistical support to IDF soldiers and Israeli communities (Operation Israel). This is a long-term, high-trust role centered on managing the day-to-day operations of her personal and professional life, with some involvement in nonprofit-related coordination. Candidates must be comfortable with and supportive of the mission of Operation Israel, as it is an active part of the work.

Requirements

Legally authorized to work in US.
Able to work on-site and remotely.
Available and looking for 10–20 hours of work per week, with mostly flexible availability between 11:00 AM and 8:00 PM, Monday through Friday.
Able to commute to Fair Lawn, NJ and the surrounding area, with a valid driver's license and reliable vehicle.
Native or near-native English with excellent written and verbal communication skills.
Comfortable working in a home with cats and dogs.
Able to commit to a permanent role (this role is not suitable for someone looking for a summer job).

Nice To Haves

Native or near-native Hebrew with excellent written and verbal communication skills.
Proficiency with Google Workspace, calendar tools, and AI tools like ChatGPT and Claude.
1–2 years of PA experience.
Comfortable working as a 1099 freelance contractor (W2 negotiable, if not).

Responsibilities

Manage email, phone, and written communication with vendors, contractors, insurance companies, doctors, and others on the CEO’s behalf, articulately and persistently
Open, scan, sort, and process all incoming mail
Pay personal bills, reconcile credit cards, and track receipts and expenses
Handle health, home, auto, and pet insurance claims, appeals, and follow-ups
Coordinate with the accountant on personal financial matters and tax documentation
Track charitable donations for tax purposes
Schedule and manage doctor, dental, and other personal appointments
Maintain personal medical records and follow up on referrals, results, and prescriptions
Manage pet care: vet appointments, grooming, food and supply standing orders, pet insurance claims
Manage household vehicles: registration, inspection, insurance, maintenance scheduling, and document tracking
Coordinate home maintenance, repairs, and household projects with contractors and vendors
Research vendors, products, and services. Make purchases, process returns and exchanges
Track shipments and deliveries
Manage subscriptions and recurring household accounts
Run errands as needed: pharmacy, post office, dry cleaning, notary, returns
Organize and maintain the home office and personal filing systems
Manage multiple calendars and coordinate with her professional and nonprofit teams on scheduling and follow-up
Send birthday cards, gifts, thank-you notes, and condolences. Maintain a contacts list with birthdays, anniversaries, and gift history
Draft personal correspondence in her voice
Handle travel arrangements and itineraries
Assist with personal event coordination and hosting logistics
Troubleshoot basic tech issues and use AI tools to work efficiently
Take on “look into this for me” projects: research, comparison shopping, vendor vetting
Fight bureaucracies on her behalf, and not give up until things are resolved
Handle other reasonable tasks that come up, personally or professionally