Executive Assistant

Job Description

Job Description

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.. ROLE

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.

How This Role Is Weighted

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.

Core Responsibilities (≈60% of your time)

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

CEO Time & Calendar Management

• 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.

Project & Meeting Coordination

• 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.

Communications

• Handle all incoming communication on behalf of the CEO — email, Slack, YouTube, 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.

Supporting Responsibilities (≈30% of your time)

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

Personal Finance & Banking

• 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.

Real Estate Portfolio Coordination

• 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.

Travel & Logistics

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

Occasional Responsibilities (≈10% of your time)

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

Household & Personal Support

• 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.

Special Projects

• 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 launches, vendor onboarding, hiring projects.
• Adapt contract templates and coordinate revisions with the company's lawyer.

What This Job Actually Feels Like

A few real examples so you can picture the work:

• Admin: "Clean up my Asana so it only shows what I haven't completed, sorted by due date and priority."
• Travel: "Book a complex multi-stop international trip. Compare business vs. economy on the long legs and check whether points can lower the total cost."
• Vendors: "We have 100+ domains on Network Solutions and the renewals are getting expensive. Figure out how to move them to GoDaddy at a bulk discount."
• Legal: "Adapt this contract template to include these points, then coordinate with our lawyer to finalize."
• Hiring support: "Source 3 assistants for our top media buyers from the Philippines and help us run them through the hiring process."
• Real estate: "Find 3 brokers in these specific areas who can send us multi-family deals matching our investment parameters."

What Success Looks Like

• The CEO spends his time on the top 20% of activities that move the company forward — the rest is handled or delegated.
• His calendar is pre-planned every week so his time is fully optimized.
• Personal and business appointments run smoothly, accounting for drive times and spacing.
• All inquiries are screened and either handled directly or escalated with context.
• Asana is current Monday/Wednesday/Friday and all action items are tracked.
• Social media and email inquiries are responded to by EOD each day.

Who You Are

• A strong, proactive problem solver who'd rather figure something out than wait for instructions.
• Calm under pressure and able to shift gears when priorities change.
• Detail-oriented with strong follow-through — you don't drop balls.
• A clear written and verbal communicator who can "manage up" when the situation calls for it.
• Comfortable owning operational systems and improving them as you go.
• Quick to learn new software and tools.
• Genuinely energized by variety and breadth — this role spans business and personal, strategic and tactical.

RequirementsExperience

• Minimum 2+ years supporting a C-level executive, founder, or business owner.
• Background in consulting, operations, chief-of-staff work, or executive support preferred (not required to be from a top-tier firm).
• Bachelor's degree.
• Proficient with Microsoft Office and able to pick up new software quickly.
• Proven track record in a fast-paced, dynamic environment.

Schedule

• Monday – Friday, in-office at our Westfield, NJ location.
• "On call" expectations: you'll need to be reachable by phone or Slack for genuine urgencies outside business hours (e.g., last-minute travel change, property emergency). This is not a 24/7 expectation — most evenings and weekends are yours.
• Occasional weekend availability for travel coordination or time-sensitive projects (a few times per quarter, not weekly).

Requirements

REQUIREMENTS

• Works well under tight deadlines and pressing situations

• Ability to adapt to a fast growing company and changing/moving up of role

• Operationally excellent

• Ability to “manage up” the CEO and give assertive directions when it’s best for the company

• HIGH managerial skills

• Ability to design organizational systems on behalf of CEO

• HIGH communication skills

• Ability to learn software quickly

• Efficient with email, phone, scheduling, etc..

• Able to consistently maintain a positive attitude and reflect the demeanor of CEO

COMMUNICATION CYCLEDAILY

• Communications on priority items via Slack with CEO

• Communications with CEO’s Direct Reports on short or priority items via Slack

• Long-form questions or requests, as well as low-priority items, are consolidated as best possible and communicated via Email, with potential for follow-up via Voxer

• All requests / responsibilities are added to the Asana board and updated daily

• Asana board is up to date Monday/Wednesday/Friday

WEEKLY

• Asana is updated by EOD Friday each week.

• Attends all meetings requested, including but not limited to (subject to change):

• Weekly & Monthly Strategic Team Meetings

• Weekly Executive Meeting

• Predefined 1:1s between CEO and certain Direct Reports

Schedule:

• Monday to Friday
• On call
• Weekend availability

Experience:

Hard Qualifications:

• Minimum of 2+ years experience supporting a C-level executive or business owner
• Excellent interpersonal skills with the ability to work well with individuals at all levels of the company
• Demonstrated proficiency with Microsoft Office Suite including Word, Excel and PowerPoint
• Proven ability to perform in a fast-paced, dynamic environment
• Ability to handle multiple high priority tasks at a time without losing focus on daily responsibilities

Soft Qualifications:

• Strong business acumen
• Self-directed, flexible and enthusiastic with a focus on Results
• Exceptionally strong time management and organizational skill set, excellence in both written and verbal communication with superior follow-through skills
• Proactive in nature with the ability to multitask while still providing a high attention to detail and deadlines
• Excellent analytical and problem solving skills with the ability to “think on your feet”

WHO ARE WE?

Client Accelerators is the 'go to' company for coaches, consultants, experts, & authors who want to achieve sustained growth through paid acquisition channels like YouTube, Facebook, TikTok & Google.

We were the 207th fastest growing company on the Inc 5000 list last year, and have had record growth for an advertising agency, growing an incredible 2,574% over the past 3 years.

We’ve been able to have this record growth because of the incredible results we’ve been able to get for our clients, which has allowed us to speak on stages all over the world on our strategies & tactics to doubling, tripling or even 10x their profits by working with us.

We take a hands-on approach to growing each client we bring in by scripting all of their creatives, video production, tracking, & running their ads on these channels to hit agreed upon targets.

Our proven approach has allowed us to spend over $150 Million Dollars & generate over $300 Million Dollars in verified sales in the past 5 years. Currently, our company is focused on founder-led businesses across the e-learning, SaaS and service-based internet space.

We believe great people are at the center of every successful business. Employees are provided a full suite of benefits, including competitive compensation, healthcare, unlimited paid time off and access to world class training material.

What makes Client Accelerators so different? For one, our founder, Mike Buontempo is a consultant himself, who has been consulting with different companies & entrepreneurs for the past 13 years.

Our vision is to attract and hire the very best people to help our clients grow profitably and systematically through paid media.

Client Accelerators Core Values

• We are problem solvers: If you spot a problem in our company or a client’s company, provide a solution. There’s millions of problems, and not as many problem solvers, be the solution.
• Open Source Code: We share what’s working with everyone
• Empty The Bucket: Picture this, if you just spent two hours cleaning your car, you put all of the cleaning materials away, but you notice you missed a spot. What do you do? You go back, get everything back out, and complete the job to perfection
• We’re a ‘TEAM’ not a Family: Leaders at CA hire, develop, and cut smartly, so we have Superstars at every position
• Ownership Thinking: Going out of your way to make sure your actions and the actions of your peers are in the best interest of the company
• Being The Best: Mastering your domain so you’re the best in the world at it

Benefits

• Competitive Salary Package with bonus structure
• Unlimited PTO
• Great career growth opportunity - You’ll be working with ‘A’ players in Operations, Sales, Creative, and Media Buying
• Company Leadership Events and Industry Conferences