Executive & Personal Assistant to CEO

Executive & Personal Assistant To The CEO

Parkland, Florida - four days a week in the office, one remote, with the judgement to be on site more when the situation requires it. We're open to candidates outside Florida who are willing to relocate, and relocation is covered in full. Occasional travel with the CEO, principally to Barcelona around quarterly business reviews.

Appodeal is a dynamic US-based product company with a truly global presence. We have offices in Warsaw, Barcelona and Parkland (FL), along with remote team members located around the world. Our company thrives on diversity, collaboration, and innovation, making us a leader in the mobile app monetization space.

We're hiring an Executive & Personal Assistant to the CEO to protect the CEO's quality time and reduce the number of decisions he personally has to make. You'll own his calendar, his working and living environment, travel, health and wellness operations, household and office administration, finance administration across personal and corporate spend, and the coordination of the small support team that executes all of it. The executive and personal sides of a founder's life are one system here, so this role covers both you direct execution while keeping ownership of the outcome.

And here's what makes this role different: you're not only running the operation, you're building the system that runs it. Meeting capture, transcription and OKR check-in data already happen automatically, and travel booking runs against a written playbook. What doesn't exist yet is a scorecard covering everyone in the support perimeter, fed by logs that collect themselves rather than by hand, and a way for the CEO to see the state of your work on a Monday morning without asking for it. Building both is a core expectation, not a nice extra and as more of the administrative layer automates, this role shifts further toward reviewing what the systems produce, catching exceptions early, and managing the people and vendors around the automation.

You'll report directly to the CEO.

Key Responsibilities

Calendar and meeting discipline

• Own the CEO's professional and personal calendar as a single integrated schedule meetings, travel, training, treatments, family.
• Enforce meeting discipline: agendas prepared, correct attendees, pre-reads circulated 24 hours ahead, action items captured and closed before the next meeting.
• Manage requests for the CEO's time with judgement decline, defer, delegate or escalate.
• Resolve calendar conflicts independently and report the resolution rather than returning the decision.

Scorecards, reporting and automation

• Build and maintain a personal scorecard and a team scorecard covering every person and vendor in the support perimeter, with digital logs of dates, responsibility areas and reports.
• Hold a weekly and biweekly reporting rhythm that doesn't slip when operational demand rises.
• Work inside the company's OKR system, track commitments and follow through to closure.
• Automate recurring work with AI tooling meeting notes and action items, scheduling, reporting, document drafting and progressively reduce the manual load of the role itself.

Environment management

• Make sure the Parkland office, the Barcelona setup and the CEO's home are ready before he arrives: climate, light, air quality, noise, cleanliness, food, connectivity.
• Resolve environment problems on the spot rather than routing them, including when the responsible person is unavailable.

Travel, events and hospitality

• Own business and personal travel end to end, with a travel assistant executing bookings against a playbook covering class, hotels and budget.
• Manage conferences, quarterly business reviews, executive meetings, family occasions and milestones, gifts and deliveries.
• Handle disruption cancellations, reroutes, ground transport failures as it happens.

Health, sport and wellness operations

• Coordinate medical, dental and concierge medical appointments and follow-ups, keeping continuity of care across providers.
• Manage the training schedule and wellness treatments, and manage nutrition with chefs in Parkland and Barcelona.
• Protect wellbeing decisions actively, including against schedules that are locally normal and personally wrong.

Support perimeter and office operations

• Coordinate the support team travel assistant, house manager, driver, handyman plus office and household vendors, without formal line authority over them.
• Hire and onboard supporting roles, starting with an office manager.
• Run payroll for hourly staff on a biweekly cycle, verifying timesheets before approval.
• Keep vendor contracts, renewals and service quality under review, and supervise office operations including lease matters, setup and improvement.

Finance administration

• Corporate card management: receipts, notes, monthly close.
• Personal and family payments through a dedicated account, with regular reporting and funding requests.
• Light bookkeeping and cost review across the support perimeter.

Legal and personal projects

• Drive immigration, visa and documentation matters to completion, including in-house filings and deadline tracking.
• Household administration: security and camera systems, maintenance, insurance and service contracts.
• Family support requests, with CEO approval.

What We're Looking For

Experience

• Prior experience supporting a founder or CEO across both business and personal domains not a scheduling-only or office-management-only background.
• Coordinating people and vendors without formal authority: household or office staff, contractors, service providers.
• International travel coordination flights, hotels, visas, ground transport.

Systems and Data

• You can build and maintain a scorecard or dashboard from scratch: define what's tracked, get the data in automatically where possible, and explain what the numbers mean to someone who wasn't involved.
• A track record of holding a reporting rhythm under operational pressure, evidenced by artefacts you built and maintained yourself.
• Demonstrated AI experience in this domain scheduling, meeting notes and action items, reporting, document drafting with the ability to describe the workflows you improved, the results they delivered, and how you validated the output.

Tools

• Advanced Google Workspace; Slack; Zoom.
• A corporate expense platform such as Ramp, and payroll for hourly employees such as Rippling, with light bookkeeping.

Soft Skills

• Exceptional attention to detail and very high personal standards.
• The resilience to absorb a high volume of competing tasks without letting the reporting cycle slip.
• Independent judgement comfortable deciding and being accountable rather than escalating everything.
• Discretion: a very high standard of privacy around business, family, health and finances.
• Fluent English; US work authorisation; willing to work from Parkland four days a week with one day remote.

Nice to Have

• Confluence and Jira, or comparable documentation and tracking tools.
• Experience with an OKR tracking system; a meeting-management tool such as Fellow; a scheduling AI such as Motion.
• Nutrition, health and wellness knowledge.
• Experience hiring and onboarding household or office staff, and experience with immigration and visa processes.

How Success Is Measured

• The CEO never having to ask where something stands
• Task state visible to him without being requested
• Every person and vendor in the perimeter measured, with data arriving automatically rather than collected by hand
• A reporting rhythm that holds through difficult weeks
• Travel, events and environments running without questions being raised
• Nutrition, training and treatments running to schedule without the CEO's involvement
• Payroll, vendor contracts and spend accurate and reviewed on time

You'll Work Closely With

• The CEO
• The executive team, on meeting preparation and follow-through
• The travel assistant, house manager, driver and handyman and the office manager you'll hire
• Household and office vendors