Executive Assistant

REPORTS TO: CEO

LOCATION: 229 South Ave. W, Westfield, New Jersey, 07909

COMPENSATION STRUCTURE: $60,000 - $84,000

Please Read This Full Job Post Before You Apply:

Do you thrive on solving problems and figuring out the possible... and impossible?

Do you like to research tried and true solutions on the web and then adapt those solutions to make anything you do more optimal, efficient, and doable?

You'll read web pages, books, watch videos... whatever it takes... to gain what you need to quickly solve a problem. Every day.

That's just who you are and how you get stuff done.

Then this might be the perfect position for you..

ROLE

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. 

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.
• 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

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
• Monthly 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

Food & Nutrition Management

You are responsible for maintaining the CEO’s physical operating system.

• Maintain 30-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 1 fresh meal per day (as scheduled by CEO)
• Track supplement inventory and restock before 7-day depletion window

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
• 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

Office Asset Cataloging & Inventory Control

We are currently redoing the first floor of our office building, we need to inventory all of our computers, equipment, & sell what we don’t need / keep running track of what we do need.

• Create centralized digital asset log (within first 30 days)
• Catalog 100% of laptops, desktops, monitors, hard drives, cameras, files, and physical equipment

Here's REALLY What This Job Feels Like

These sample requests will give you a strong feel for this role. Does this type of work really excite you?

Admin

• “I need to clean up my Asana and make sure it’s only showing things I haven’t completed yet. I need it set up in order of dates due, and then importance of priority.
• "I need to book a complex multi-stop international trip and I want you to research the lowest price, potentially bookending the trip in one of these 5 cities and let me know if there's any way to strategically use hotel or airline points + cash to lower the overall cost. Please avoid redeyes but in a worst-case scenario if it simplifies the trip, please include them. Also, please compare the cost of business class to economy for the longest legs of the trip."
  "We have these 100+ domains on Network Solutions and they're charging us an arm and a leg to renew them. Can you please figure out how to move them over to GoDaddy and get a bulk discount?"

Legal, Accounting, & HR Related

• "I'd like to adapt this contract template to include these points. Please polish the language and then reach out to our lawyer and coordinate the changes with him."
  “I’d like to have 3 assistants for our top Media Buyers sourced from the Philippines, please research the best places to get them, then work with the team to get these people hired.”

Real Estate

• “Go find 3 brokers that work in these specific areas that can send us over multi-families that have upside and match our investment parameters.”
• “Please find 4 banks that are willing to compete on this Commercial Loan. We need a 3.5% Fixed 30 YR Rate in order to make this deal work”
• “Our current handyman is taking too long to service people, please locate 3 more that are in the same price range, and let’s start the interview process with them”
  

RESULTS

• Make sure CEO is focusing on the top 20% of activities that will move the company forward and the other 80% is taken care of / delegated to others
• The CEO's calendar is pre-planned each week or created/reviewed on that Monday of, so that the CEO is maximally effective and all demands of the CEO to move the business forward are completed.
• Vital business and any/all personal appointments are set and pre scheduled as requested, keeping in mind distance, drive times and time between events to accommodate the CEO’s life.

• Appropriate research is done on behalf of CEO to help direct focus involving new projects, ventures & anything else needing attention

• All interactions are screened and handled appropriately, reaching out to the CEO as needed for decision making.

• Asana board is updated at minimum every Monday, Wednesday & Friday

• All inquiries on Social Media/Email are answered by EOD each day.

• Meets with the CEO as requested to debrief on that day's agenda.

Requirements

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

COMMUNICATION CYCLE

DAILY

• Communications on priority items via Slack with CEO

• Communications with CEO’s Direct Reports on short or priority items via Slack

• Long-form questions or requests, as well as low-priority items, are consolidated as best possible and communicated via Email, with potential for follow-up via Voxer

• All requests / responsibilities are added to the Asana board and updated daily

• Asana board is up to date Monday/Wednesday/Friday

WEEKLY

• Asana is updated by EOD Friday each week.

• Attends all meetings requested, including but not limited to (subject to change):

• Weekly & Monthly Strategic Team Meetings

• Weekly Executive Meeting

• Predefined 1:1s between CEO and certain Direct Reports

Schedule:

• Monday to Friday
• On call
• Weekend availability

Experience:

Hard Qualifications:

• Minimum of 2+ 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)

Soft Qualifications:

• 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”

WHO ARE WE?

Client Accelerators is the 'go to' company for coaches, consultants, experts, & authors who want to achieve sustained growth through paid acquisition channels like YouTube, Facebook, TikTok & Google. 

We were the 207th fastest growing company on the Inc 5000 list last year, and have had record growth for an advertising agency, growing an incredible 2,574% over the past 3 years.

We’ve been able to have this record growth because of the incredible results we’ve been able to get for our clients, which has allowed us to speak on stages all over the world on our strategies & tactics to doubling, tripling or even 10x their profits by working with us.

We take a hands-on approach to growing each client we bring in by scripting all of their creatives, video production, tracking, & running their ads on these channels to hit agreed upon targets.

Our proven approach has allowed us to spend over $150 Million Dollars & generate over $300 Million Dollars in verified sales in the past 5 years. Currently, our company is focused on founder-led businesses across the e-learning, SaaS and service-based internet space.

We believe great people are at the center of every successful business. Employees are provided a full suite of benefits, including competitive compensation, healthcare, unlimited paid time off and access to world class training material.

What makes Client Accelerators so different? For one, our founder, Mike Buontempo is a consultant himself, who has been consulting with different companies & entrepreneurs for the past 13 years.

Our vision is to attract and hire the very best people to help our clients grow profitably and systematically through paid media.

Client Accelerators Core Values

• We are problem solvers: If you spot a problem in our company or a client’s company, provide a solution. There’s millions of problems, and not as many problem solvers, be the solution.
• Open Source Code: We share what’s working with everyone
• Empty The Bucket: Picture this, if you just spent two hours cleaning your car, you put all of the cleaning materials away, but you notice you missed a spot. What do you do? You go back, get everything back out, and complete the job to perfection
• We’re a ‘TEAM’ not a Family: Leaders at CA hire, develop, and cut smartly, so we have Superstars at every position
• Ownership Thinking: Going out of your way to make sure your actions and the actions of your peers are in the best interest of the company
• Being The Best: Mastering your domain so you’re the best in the world at it

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