Executive Assistant. Westfield LilyLifestyle

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..

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.

This is one role with a clear focus. Most of your time goes to a small number of core areas. Other responsibilities come up regularly but take less of your week, and a few items are occasional or seasonal.

This is the heart of the role and where you'll spend most of your week.

• Pre-plan the CEO's calendar weekly (complete by EOD Friday or Monday 9am).
• Filter, prioritize, and delegate the 80% of incoming requests that don't need the CEO.
• Debrief the CEO at the start of each day on items needing his input.
• Keep non-urgent interruptions to fewer than 5 per week.

• Take meeting minutes for the Weekly Executive Meeting, and document project status to hold attendees accountable.
• Act as liaison between the CEO and the leadership team - capture what they need from him and book the time on his calendar.
• Keep Asana updated and accurate (Monday / Wednesday / Friday at minimum).
• Manage projects on behalf of the CEO so KPIs and deadlines are met.

• Handle all incoming communication on behalf of the CEO - email, Slack, You Tube, Facebook, Instagram.
• Respond to all social media and email inquiries by EOD each day, escalating only what needs his judgment.
• Draft letters, documents, and correspondence on his behalf.

Important and recurring, but not where most of your week lives.

• Coordinate with the CPA, banks, and lenders.
• Monthly reconciliation of personal financial transactions.
• Ensure 100% of bills are paid on time.
• Deliver a weekly cash flow update and a monthly financial summary by the 5th.

• Maintain rent roll accuracy and log rent collection within 72 hours.
• Track tax, mortgage, and insurance deadlines so none are missed.
• Coordinate maintenance requests within 48 hours of receipt.
• Deliver a quarterly portfolio summary.

• Organize travel and complex itineraries - including multi-stop, international, and points-optimized trips.
• Research and book lodging, transportation, and reservations.

Comes up in cycles or on an as-needed basis. Not a daily burden, but part of the scope.

• Maintain a rolling meal plan and keep home/office food and supplements stocked.
• Prepare a fresh meal per day on days the CEO has requested it.
• Coordinate dog care: daily walks, feeding schedule, grooming, vet visits, and boarding when the CEO travels.
• Research and purchase gifts for business and personal occasions.

• Office asset cataloging and inventory control (one-time build-out in the first 30 days, then maintenance).
• Assist with new initiatives as they come up - funnel launches, book…