Hiring Strategic Executive Assistant to the CEO – Alloy Personal Training

Talentuition, LLC • Upper Saddle River, NJ

2d • $25 - $35 • Hybrid

About The Position

We are seeking a highly capable Strategic Executive Assistant to help the CEO operate effectively across multiple businesses, investments, and professional responsibilities. The primary purpose of this role is to protect the CEO’s time, attention, and decision-making capacity. The Executive Assistant will act as a trusted filter, organizer, and closer of open loops, ensuring that routine execution, follow-up, coordination, and verification are handled without unnecessary CEO involvement. Scheduling and administrative support are part of the position, but they are not the center of the role. This is a proactive, judgment-oriented position for someone who can anticipate needs, create structure, hold others accountable, and present the CEO with clear, decision-ready information. Success in this role will result in fewer interruptions and greater focus on high-value priorities, faster resolution of outstanding issues, reduced decision fatigue and administrative burden, stronger accountability from brokers, vendors, partners, and operators, a calendar and inbox aligned with strategic priorities, and problems presented with context, options, and recommended next steps. This role directly supports the growth of multiple businesses by allowing the CEO to remain focused on strategy, relationships, leadership, and important decisions.

Requirements

• Demonstrated experience managing complex priorities with limited supervision
• Strong written and verbal communication skills
• Advanced organizational, calendar-management, and follow-up capabilities
• Experience supporting multiple businesses, entities, or workstreams
• Strong proficiency with modern productivity, communication, document-management, and collaboration tools
• Experience working with confidential business and financial information
• High Ownership: Take responsibility for outcomes, not just assigned tasks. Follow through without repeated reminders and remain accountable until an issue is resolved.
• Strong Judgment: Understand the difference between matters that require CEO attention and those that should be handled elsewhere.
• Comfort With Ambiguity: Can move work forward even when instructions are not perfectly defined. Ask focused questions when necessary but do not rely on constant direction.
• Clear Communication: Communicate in a concise, professional, and decisive manner. Can convert complicated or disorganized information into a clear summary.
• Professional Confidence: Comfortable following up firmly with brokers, vendors, executives, and professional advisors while maintaining positive relationships.
• Organizational Discipline: Create reliable systems, maintain accurate records, and prevent commitments from being forgotten.
• Pattern Recognition: Identify recurring problems, bottlenecks, and underperformance before they become significant issues.
• Discretion: Can be trusted with confidential financial, personnel, business, investment, and personal information.
• Calm Execution: Remain composed and effective when priorities shift, information is incomplete, or others are not responding as expected.

Nice To Haves

• Entrepreneurial or founder-led businesses
• Investment or deal-oriented environments
• Professional services
• Multi-location businesses
• Finance, bookkeeping, or operational coordination

Responsibilities

• Serve as the first point of review for inbound emails, requests, documents, and other communications.
• Determine which matters require CEO attention and which should be resolved, delegated, deferred, or declined.
• Route issues to the appropriate owner, including business operators, directors, brokers, vendors, bookkeepers, and professional advisors.
• Protect the CEO from unnecessary “FYI” communications and low-value interruptions.
• Consolidate fragmented information into clear, concise summaries.
• Escalate matters involving material financial impact, significant people or personnel decisions, strategic direction, legal, regulatory, contractual, or reputational risk, and time-sensitive opportunities or commitments.
• Present escalated matters with background, options, deadlines, and a recommended next step whenever possible.
• Maintain a centralized system for tracking commitments, action items, deadlines, and outstanding decisions.
• Ensure every important item has an owner and next step.
• Follow up consistently with internal and external stakeholders.
• Identify stalled items before they become urgent.
• Close routine loops independently within delegated authority.
• Provide the CEO with clear visibility into overdue, blocked, or high-risk matters.
• Ensure verbal commitments and meeting decisions are translated into action.
• Manage follow-up with commercial real estate brokers, investment property brokers, vendors and service providers, business partners and outside professionals.
• Establish and enforce clear expectations regarding responsiveness, deliverables, and timelines.
• Require concise updates, specific next steps, and clearly assigned responsibilities.
• Ensure brokers provide curated opportunities aligned with established criteria rather than unfiltered listings.
• Challenge incomplete or unclear responses professionally.
• Identify underperforming relationships early and escalate them before the CEO is forced to intervene.
• Help the CEO evaluate whether outside partners should be retained, redirected, or replaced.
• Own the CEO’s calendar, scheduling, meeting coordination, and travel arrangements.
• Protect designated time for strategic thinking, business planning, financial and operational reviews, board and advisory preparation, and high-value relationship development.
• Evaluate meeting requests based on priority, purpose, attendees, and expected outcome.
• Decline, delegate, shorten, or reroute low-value meetings when appropriate.
• Batch meetings intelligently to reduce fragmentation and unnecessary context switching.
• Ensure the CEO is properly prepared with agendas, background information, objectives, and decision points.
• Confirm logistics and resolve scheduling conflicts before they reach the CEO.
• Manage physical mail, including the company PO Box.
• Scan, name, organize, route, and securely file documents.
• Maintain logical and consistent digital filing systems.
• Coordinate invoices, contracts, forms, and other business paperwork.
• Ensure documents requiring review, signature, payment, or follow-up are routed promptly.
• Maintain accurate records across multiple businesses and entities.
• Create systems that make information easy to retrieve and difficult to lose.
• Uphold a consistently high standard of organization and confidentiality.
• Coordinate with bookkeepers, payroll providers, CPAs, attorneys, and other professional advisors.
• Ensure statements, reports, tax documents, payroll information, and requested materials are delivered on time.
• Organize financial information before CEO review.
• Prepare concise summaries highlighting deadlines, missing information, unusual items, and decisions required.
• Monitor recurring administrative and financial obligations.
• Flag inconsistencies or potential concerns for review.
• Avoid making financial, legal, or accounting judgments outside the authority of the role.
• Prepare a concise weekly executive summary covering open loops and outstanding commitments, decisions required from the CEO, upcoming deadlines and meetings, blocked or overdue items, broker, vendor, and partner updates, and emerging risks or recurring problems.
• Maintain a running list of items that require CEO attention.
• Prepare materials for monthly financial, operational, and strategic reviews.
• Track prior decisions and confirm that agreed-upon actions are completed.
• Identify recurring sources of friction and recommend process improvements.

Benefits

• Competitive compensation based on experience, qualifications, and demonstrated judgment.
• Performance-based bonus tied to execution quality, reliability, operational improvement, and the level of trust and responsibility earned in the role.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed