Personal Aide to the Chief Executive Officer

Job Description

Job Description:\n\n About VetPowered LLC\n VetPowered was founded in 2009 to support Workshops for Warriors (wfw.org), an accredited 501(c)(3) nonprofit school that trains, certifies, and places veterans and transitioning service members into dignified lifelong careers in advanced manufacturing to Rebuild America’s Manufacturing Force…One Veteran at a Time. Workshops for Warriors has trained and certified 1,776 veterans and transitioning service members, awarded nearly 23,000 industry credentials, and placed graduates at 522 companies across 49 states. The average starting wage for a WFW graduate is $63,500.\n Our goal is to train veterans for dignified lifelong careers and make America the world’s manufacturing superpower again.\n That is the story almost nobody has heard. This role exists to change that, and to turn the telling of it into purchase orders, partnerships, and product revenue. This will allow us to create scholarships, provide housing, and build brighter futures for the men and women who honorably served our nation.Position Overview\n VetPowered, LLC is seeking a dynamic and highly organized candidate for the position of Personal Aide to the Chief Executive Officer. In this vital role, you will serve as primary support for a busy CEO, helping ensure smooth daily operations and efficient management of personal and administrative tasks.\n The CEO has many time-sensitive commitments, both professionally and personally, and is continually creating and pursuing growth opportunities for multi-million-dollar organizations. Your proactive approach, exceptional organizational skills, and attention to detail will help create an efficient and productive working environment.\n Most importantly, this position requires patience, a pleasant demeanor, the ability to listen well, a sense of urgency, and the ability to follow directions. Reliability is a must.\n This is a full personal and administrative support position and is not appropriate for candidates who wish to perform only in-office administrative duties. Candidates with prior experience assisting very busy, Type A individuals are encouraged to apply. The information below is intended to provide transparent expectations for this key support role.Purpose of the Position\n At VetPowered, LLC, the Personal Aide exists so that the Chief Executive Officer can spend his time on the work that only he can do. The role removes recurring, time-consuming, and personal tasks that would otherwise consume hours of every day or be improperly assigned to senior officers of the organization.\n This position performs work that would not be asked of the Chief Operating Officer, Chief of Staff, or Executive Aide. That distinction defines the role.\n The Personal Aide is accountable for the readiness and order of the Chief Executive Officer’s working environment, the continuity of his personal and household affairs, and the complete execution of any assigned task that is legal, ethical, safe, and consistent with the mission.\n This is a great opportunity for someone who enjoys working behind the scenes to keep things organized. The ideal candidate will anticipate the CEO’s needs, maintain workspace readiness, and take pride in making his day easier. This hands-on role requires discretion, flexibility, and the ability to thrive in a fast-paced environment where no two days are the same.Duties, Responsibilities & ExpectationsWorkspace Readiness\n The office of the Chief Executive Officer and all adjoining workspaces are the responsibility of this position.\n \n Ensure the office, desk, work surfaces, and adjoining workspaces are clean, cleared, vacuumed, and organized before the Chief Executive Officer arrives each morning.\n Maintain order in the space throughout the day and reset it at the close of business.\n No outside cleaning contractor, building custodial staff, or other personnel may clean or organize the personal space of the Chief Executive Officer. This work is performed by the Personal Aide.\n Maintain supplies, materials, and equipment so that nothing is missing when it is needed.\n Meal Service and Hospitality\n Meals with senior staff and guests are a working instrument of leadership. This position ensures those meals happen properly without consuming the time of the Chief Executive Officer or other officers of the organization.\n \n Order, obtain, prepare, plate, and serve breakfast, lunch, dinner, refreshments, and snacks for the Chief Executive Officer and for guests or staff members he designates.\n Set the table and surrounding space in advance so that the Chief Executive Officer and his guests sit down to a complete and ready setting.\n Ensure meals are fresh, wholesome, and nutritious, while accounting for the dietary requirements of guests.\n Clear, clean, and reset the space at the conclusion of the meal without interrupting work in progress.\n Provide hospitality support for visitors, tours, and guests hosted by the Chief Executive Officer.\n Errands, Vehicles, and Personal Logistics\n \n Execute personal and business errands, including dry cleaning, laundry, shoe repair, shopping, purchasing, post office visits, pickups, deliveries, and returns.\n Provide basic dog care and complete other personal errands as directed.\n Travel to the residence and vehicles of the Chief Executive Officer to retrieve, deliver, or place items as directed.\n Manage personal vehicle administration, including registration, insurance documentation, service scheduling, and ensuring current documents are maintained in each vehicle.\n Personally drive vehicles to be washed, detailed, serviced, or repaired, or clean them directly, so that each vehicle is clean, fueled, and ready for use.\n Drive various vehicle types, including trucks, sedans, and sport utility vehicles. Comfort and competence operating each of these vehicle types is required.\n A company vehicle is issued to this position for the performance of these duties. Use of the vehicle is governed by the written vehicle policy of VetPowered, LLC.\n Purchase, order, receive, and stage items on request and confirm completion so that no task requires a second inquiry.\n Complete assigned small tasks in support of the Chief Operating Officer, Chief of Staff, and other personnel when directed by the Chief Executive Officer. These are recurring, low-complexity tasks that can consume a disproportionate amount of senior staff time.\n Personal Records, Bookkeeping, and Property\n This position works within the filing and naming conventions already in use. It does not design systems and holds no responsibility for organizational data architecture.\n \n Collect, scan, name, and file personal receipts according to the established naming convention and designated filing location, consistently and without exception.\n Download and organize personal banking and account records as directed.\n Maintain personal bookkeeping records in the form and location specified by the Chief Executive Officer.\n Track outstanding items, reimbursements, and obligations before they become urgent.\n Inventory, label, organize, and maintain the CEO’s personal property, including tools, hardware, tooling, equipment, uniforms, and clothing.\n Maintain custody and organization of patented items, prototypes, models, and related physical articles associated with the intellectual property portfolio of the Chief Executive Officer. These items require particular care, accurate identification, and secure storage.\n Maintain current inventory records for items designated by the CEO so that any item can be located upon request.\n Coordinate maintenance, repair, cleaning, and replacement of designated property.\n Maintain absolute accuracy. Records of work performed by this position are relied upon without a second review.\n Travel and Event Support\n \n Accompany the Chief Executive Officer on business and personal travel as required.\n Manage baggage, materials, and equipment in transit.\n Prepare and set hotel accommodations upon arrival and retrieve or deliver items from accommodations as directed.\n Attend events with the Chief Executive Officer, carry and manage materials, and handle logistics so that his attention remains on the people in the room.\n Anticipate requirements in advance of each trip and event so that nothing is missing upon arrival.\n Drive the Chief Executive Officer to and from airports, meetings, clinics, appointments, and other locations as directed.\n Household Staff Coordination and Continuity\n This position serves as the coordination point for the household staff of the Chief Executive Officer.\n \n Coordinate schedules, tasking, access, and vendor visits for household staff.\n Serve as the primary point of contact between household staff and the Chief Executive Officer.\n When a member of the household staff is ill, absent, or otherwise unavailable for a short period, assume those duties directly so household operations continue without interruption.\n When an absence is extended or a household position turns over, support the transition by orienting and training the replacement to the standards of the Chief Executive Officer.\n Remain the point of accountability until the replacement is fully capable of performing the required duties.\n Maintain written task standards for each household function so that continuity does not depend on any single individual.\n Document Preparation Support\n \n Prepare, format, and assemble documents at the direction of the Chief Executive Officer, including correspondence, forms, records, and standard agreements such as residential leases for the properties at 2851 Boston Avenue.\n Apply established document standards, including Georgia 12-point font, plain punctuation, and the file naming convention in use.\n Route any document carrying legal effect to outside counsel for review before execution. This position prepares documents. It does not provide legal advice or practice law.\n Maintain version control and preserve records in their original, unaltered format.\n Entity Separation\n The Chief Executive Officer leads three separate entities. Work performed for one entity is not performed by the personnel of another without proper direction and allocation.\n \n This position is employed and compensated by VetPowered, LLC.\n Tasks performed on behalf of Workshops for Warriors are identified as such and recorded separately for cost allocation.\n Personnel of Workshops for Warriors are not tasked with VetPowered work, and personnel of VetPowered are not tasked with Workshops for Warriors work, absent explicit direction from the Chief Executive Officer and a documented allocation.\n Note the applicable category next to each task and errand as it is performed, using the four categories directed by the Chief Executive Officer: VetPowered, Zorgon, Workshops for Warriors, and Personal.\n The record is reviewed monthly, and costs are allocated accordingly. No separate log is required.\n Experience & Characteristics Requirements\n We are seeking candidates who have completed at least a high school diploma.\n For candidates with a bachelor’s degree, education may be considered as a substitute for general experience. Additionally, up to two years of specialized experience may qualify for educational substitutions. These qualifications will be reviewed on a case-by-case basis.\n If you are uncertain whether your background meets the qualification requirements, we encourage you to apply. Qualified candidates will be contacted regarding next steps.General Experience\n General experience includes progressively responsible roles in administration, bookkeeping, clerical work, or secretarial positions.\n This experience should provide a strong foundation in office practices, including:\n \n Filing and records organization\n Professional telephone communication\n Typing and general office technology\n Administrative support\n Home and/or property management\n Specialized Experience\n Specialized experience includes progressively responsible work directly related to the duties of this position.\n Relevant experience should provide familiarity with the processes, terminology, responsibilities, and standards necessary to successfully perform the duties described in this posting.Personal Characteristics & Standards of Conduct\n We are seeking a candidate who demonstrates maturity, dedication, responsibility, and a calm, composed demeanor.\n The right individual will demonstrate tact, sound judgment, initiative, and a strong work ethic. The position requires the ability to work effectively with attorneys, accountants, engineers, office staff, household staff, senior executives, and other professionals.\n Trustworthiness and the ability to maintain strict confidentiality are essential.Ownership, Collaboration & Drive\n We value individuals who thrive in fast-paced environments, demonstrate strong follow-through, and are committed to achieving positive outcomes by working effectively with leadership and colleagues.\n A strong work ethic will provide the foundation for success in this role, where deadlines must be met while managing multiple priorities and deliverables.\n Tasks are completed, confirmed, and closed. Status is reported before it is requested.Dependability\n Candidates should demonstrate a consistent history of reliability, flexibility, and willingness to provide support when needed.Adaptability\n The ability to adapt and remain open to change is essential in a work environment where priorities, schedules, and requirements can shift quickly.Accountability and Anticipation\n A strong commitment to transparency and accountability is vital to both individual and team success.\n Anticipation is a key measure of performance in this role. Success is reflected in the number of things that never become a problem.People-Oriented\n Above all, we seek someone who is genuinely people-oriented, emotionally intelligent, and focused on creating and maintaining a supportive and positive environment for those around them.Discretion\n This position has access to personal, financial, household, and organizational information.\n Nothing observed, discussed, or handled in the course of the work is discussed outside of it.Professional Presentation\n This position represents the Chief Executive Officer in the presence of senior military officers, elected officials, donors, industry executives, and other senior professionals.\n Appearance, bearing, and conduct must remain professional at all times.Judgment\n The standing test for any assignment is that it be legal, ethical, safe, and consistent with the mission.\n Any task that fails that test is declined and raised immediately with the Chief Executive Officer.Schedule and QualificationsSchedule\n \n Monday-Friday, with occasional Saturdays and travel.\n Typical workdays may be 10-12 hours.\n Working hours follow the schedule and requirements of the CEO.\n Flexibility for occasional travel is required.\n Technical Proficiency\n Candidates should demons