Personal Assistant - Fair Lawn, NJ

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.

This role might be a good fit for you if…

• You are a natural problem-solver who can take a task, run with it, and follow through to completion without hand-holding
• You are highly organized. You keep track of what is happening, what is due, and what is next without needing reminders
• You work well in a fast-paced environment and can keep multiple tasks running at once without losing the thread
• You notice what needs to happen before someone has to ask, and take the initiative to handle it
• You are efficiency-minded. Manual, repetitive tasks that could be streamlined bother you, and you do something about it
• When a task you have never done before lands on your plate, you do not get intimidated
• When priorities shift or plans change, you roll with it and adapt easily
• You communicate in English clearly and professionally, in writing, on the phone, and on someone else’s behalf. If you can do it in Hebrew, even better
• You are comfortable working with AI tools like ChatGPT and Claude, or genuinely excited to learn how to use them in your workflow
• You hold your own with insurance companies, government offices, and other bureaucracies, and do not give up until things are resolved
• You do not shy away from personal errands or operating inside someone else’s home, and you keep what you see and hear in complete confidence

• 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

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