Job Description
Description POSITION OVERVIEW This unique hybrid role supports the CEO as both a highly capable Executive and Personal Assistant. As a trusted extension of the CEO, this position demands a high-performing individual who thrives in a fast-paced, entrepreneurial environment and seamlessly blends executive-level leadership with precision personal support. This role is ideal for someone who is hyper-organized, tech-savvy, service-oriented, and relentlessly committed to execution.
Core Responsibilities Strategic Leadership Duties - Serve as a strategic advisor and right hand to the CEO, managing business initiatives and ensuring follow-through on action items.
- Oversee the CEO’s direct reports and ensure project deadlines, deliverables, and meetings remain on track.
- Attend and represent the CEO in high-level stakeholder and departmental meetings; track follow-ups and drive accountability.
- Prepare, review, and revise executive-level presentations and documents for meetings and briefings.
- Lead special projects across business, philanthropic, and personal domains.
- Maintain confidentiality and discretion across all responsibilities.
Executive Personal Assistant Functions - Manage complex calendars, meetings, and travel (including itineraries, flights, lodging reservations).
- Listen to meeting recordings, take minutes, and ensure follow-up on all commitments made by and to the CEO.
- Screen and prioritize email communications.
- Organize tasks and time blocks to maximize CEO productivity (email, calls, strategy time, etc.).
- Use tools like password managers, personal budgeting software, and digital organization systems to streamline operations.
- Be available after-hours and on weekends, especially during CEO travel, to ensure full support.
- Track CEO wellness elements such as food intake, supplements, and health-related routines.
- Maintain detailed contact database, including personal notes (birthdays, family info, etc.).
Personal & Estate Management - Oversee 3rd party household staff (housekeepers, contractors, vendors).
- Handle personal bill payments, USPS mail, and family-related scheduling or needs.
- Coordinate with vendors for home, vehicle and asset maintenance.
- Aircraft Management and usage tracking
- Assist with acquisitions of personal items, coordination of gifting, and personal event planning.
- Support travel arrangements for family members, manage passports, IDs, insurance renewals, and family transitions between residences.
Requirements KEY QUALIFICATIONS - Experience managing cross-functional teams and executive offices.
- Exceptional project management, communication, and organizational skills.
- High proficiency in Microsoft Office, Google Suite, Jira, online banking, and cloud-based systems.
- Demonstrated experience in personal assistant, estate management, or private household support.
- Flexibility to travel up to 50% and support the CEO during evenings, early mornings, and weekends.
- High emotional intelligence, judgment, discretion, and ability to anticipate needs.
CHARACTERISTICS FOR SUCCESS - Hyper-organized, detail-obsessed, and self-directed.
- Calm under pressure, with a sense of urgency and professionalism.
- Entrepreneurial mindset with a can-do attitude and an ability to “focus on the 80% so the CEO can focus on the 20%.”
- Committed to protecting the CEO’s time, energy, and strategic vision.
- Passion for excellence and relentless follow-through.
Work Environment & Schedule - This position is based primarily out of the corporate office and may occasionally require on-site support at the CEO’s residence for business-related tasks.
- Standard work hours are Monday through Friday, 8:00 AM to 5:00 PM. However, flexibility is required as the role involves occasional travel and availability during travel or special events when accompanying the CEO or supporting related activities.
Compensation & Benefits - Competitive salary based on experience
- Quarterly profit sharing
- 100% employer-paid health, dental, vision, and life insurance (employee-only coverage)
- 401(k) with company match
- Paid holidays and PTO
Equal Opportunity Employer Spot Zero is an equal opportunity employer. We value diversity and are committed to creating an inclusive environment for all employees. We comply with all applicable laws and are a drug-free workplace.
Job Tags
For contractors, Work at office, Weekend work, Afternoon shift, Early shift, Monday to Friday,