Executive Assistant & Chief of Staff to the CEO
Aardvark Studios, Conshohocken, PA, United States
Aardvark Studios is looking for a highly capable, calm, proactive, and trustworthy Executive Assistant & Chief of Staff to support our CEO and keep the business running at a high level.
This is not a traditional assistant role. This person will act as the CEO's right hand and a force multiplier for the business, managing competing priorities, protecting the CEO's time aggressively, creating structure in a fast‑moving environment, and ensuring important details do not fall through the cracks. They will remove the CEO as a bottleneck by making decisions, building systems, and pushing things forward, helping the business operate more efficiently and with less chaos.
This high‑trust, high‑impact role is for someone who thrives on ownership, discretion, follow‑through, and becoming indispensable—someone calm under pressure, emotionally intelligent, highly organized, proactive, assertive when needed, and able to manage a fast‑moving CEO and business without becoming overwhelmed.
What You'll Do
Executive & Personal Support
Own and manage the CEO's constantly changing calendar across business and personal commitments
Protect the CEO's time, priorities, and energy
Act as a gatekeeper and partner, ensuring the CEO stays focused on the highest‑value work
Coordinate appointments, meetings, travel, reservations, and personal logistics with discretion
Track follow‑ups, deadlines, and commitments to ensure nothing falls through the cracks
Keep the CEO organized, on time, and prepared
Step in, push back, and say no when necessary
Anticipate issues before they become problems
Serve as a trusted sounding board and calm presence for the CEO
Office Operations
Own the day‑to‑day office environment and ensure it is organized, clean, stocked, and running smoothly
Coordinate vendors, office services, deliveries, maintenance, and general operational needs
Help create a welcoming, professional, and productive environment for employees and visitors
Act as a go‑to person for day‑to‑day questions and issues
Solve problems quickly and keep small issues from becoming larger distractions
Build systems and structure around office operations so things are organized, repeatable, and not dependent on memory
People Operations & HR
Own and manage core People operations across the business
Lead recruiting efforts, including job postings, resume review, candidate coordination, interview scheduling, and managing candidate flow through the ATS
Support hiring managers and help ensure a smooth and professional hiring experience
Lead employee onboarding and ensure new hires have a strong, organized start
Manage and maintain People systems, HR files, documentation, PTO tracking, ATS, and HRIS platforms
Support employee communication, celebrations, events, and culture initiatives
Help answer employee questions and maintain a positive employee experience
Ensure People processes are organized, consistent, and documented
Systems, Technology & Efficiency
Build systems, processes, and workflows that reduce chaos and improve efficiency
Help remove the CEO as a bottleneck by creating repeatable systems that others can follow
Identify opportunities to improve organization, communication, and follow‑through across the business
Use technology, software, AI tools, scheduling tools, project management systems, ATS/HRIS platforms, and other tools to improve productivity and stay ahead of needs
Be comfortable with everyday business and home technology including tools and systems such as ChatGPT, AI assistants, calendars, smart home technology, Sonos, Ring, Nest, Leviton, IoT devices, and other connected systems
Be resourceful and comfortable troubleshooting or coordinating solutions when technology issues arise
What Success Looks Like
The CEO is focused, organized, prepared, and operating at a higher level because of your support
The CEO is not pulled into issues that others should handle
The CEO's time is protected aggressively
Priorities are clear, important details are handled, and nothing falls through the cracks
Problems are solved before they become emergencies
The office is organized, stocked, welcoming, and running smoothly
People operations are organized, consistent, and professional
New systems and processes are created that make the business less dependent on memory and constant CEO involvement
The business runs smoother, faster, and with less chaos because of your presence
Who You Are
Calm, steady, and composed under pressure
Highly organized with exceptional attention to detail
Known for strong follow‑through and closing loops
Assertive, confident, and comfortable pushing back when needed
Emotionally intelligent and able to work effectively with different personality types
Discreet, trustworthy, and professional with sensitive information
Service‑oriented and motivated by helping others succeed
Comfortable interacting with people at every level, from senior leaders and clients to vendors, contractors, drivers, and office staff
A self‑starter who takes ownership and solves problems independently
Someone who thrives in a fast‑moving, entrepreneurial environment
Forward‑thinking and comfortable leveraging technology and AI to improve efficiency
Comfortable supporting both professional and personal aspects of an executive's life
Someone who takes pride in being a steady, reliable, behind‑the‑scenes partner
Able to be available outside of normal business hours when needed
This Role Is Not for You If
You are looking for a stepping stone to another role
You need constant direction or reminders
You struggle with follow‑through or organization
You prefer highly structured environments with rigid responsibilities
You are uncomfortable making decisions or pushing back when needed
You are not naturally proactive
You get overwhelmed easily in fast‑moving environments
You are looking for a purely administrative role
You are uncomfortable handling both business and personal matters
You prefer to stay in your lane rather than jump in where needed
You are uncomfortable working with a high‑energy, fast‑moving CEO
You do not take pride in being the calm, organized person others rely on
You are looking for an easy job
Why This Role Is Different
This is a unique opportunity for the right person. You will have visibility into many parts of the business and play a major role in helping the CEO and company operate at a high level. You will be trusted with meaningful responsibility, given real authority, and have the ability to make a significant impact. For the right person, this role can be incredibly rewarding, challenging, fun, and fulfilling.
What We Offer
Paid time off
Medical, dental, and vision benefits
Short‑ and long‑term disability options
Retirement matching after 1 year
On‑site private‑use gym
Free Tesla charging
Dog‑friendly workspace
#J-18808-Ljbffr
This is not a traditional assistant role. This person will act as the CEO's right hand and a force multiplier for the business, managing competing priorities, protecting the CEO's time aggressively, creating structure in a fast‑moving environment, and ensuring important details do not fall through the cracks. They will remove the CEO as a bottleneck by making decisions, building systems, and pushing things forward, helping the business operate more efficiently and with less chaos.
This high‑trust, high‑impact role is for someone who thrives on ownership, discretion, follow‑through, and becoming indispensable—someone calm under pressure, emotionally intelligent, highly organized, proactive, assertive when needed, and able to manage a fast‑moving CEO and business without becoming overwhelmed.
What You'll Do
Executive & Personal Support
Own and manage the CEO's constantly changing calendar across business and personal commitments
Protect the CEO's time, priorities, and energy
Act as a gatekeeper and partner, ensuring the CEO stays focused on the highest‑value work
Coordinate appointments, meetings, travel, reservations, and personal logistics with discretion
Track follow‑ups, deadlines, and commitments to ensure nothing falls through the cracks
Keep the CEO organized, on time, and prepared
Step in, push back, and say no when necessary
Anticipate issues before they become problems
Serve as a trusted sounding board and calm presence for the CEO
Office Operations
Own the day‑to‑day office environment and ensure it is organized, clean, stocked, and running smoothly
Coordinate vendors, office services, deliveries, maintenance, and general operational needs
Help create a welcoming, professional, and productive environment for employees and visitors
Act as a go‑to person for day‑to‑day questions and issues
Solve problems quickly and keep small issues from becoming larger distractions
Build systems and structure around office operations so things are organized, repeatable, and not dependent on memory
People Operations & HR
Own and manage core People operations across the business
Lead recruiting efforts, including job postings, resume review, candidate coordination, interview scheduling, and managing candidate flow through the ATS
Support hiring managers and help ensure a smooth and professional hiring experience
Lead employee onboarding and ensure new hires have a strong, organized start
Manage and maintain People systems, HR files, documentation, PTO tracking, ATS, and HRIS platforms
Support employee communication, celebrations, events, and culture initiatives
Help answer employee questions and maintain a positive employee experience
Ensure People processes are organized, consistent, and documented
Systems, Technology & Efficiency
Build systems, processes, and workflows that reduce chaos and improve efficiency
Help remove the CEO as a bottleneck by creating repeatable systems that others can follow
Identify opportunities to improve organization, communication, and follow‑through across the business
Use technology, software, AI tools, scheduling tools, project management systems, ATS/HRIS platforms, and other tools to improve productivity and stay ahead of needs
Be comfortable with everyday business and home technology including tools and systems such as ChatGPT, AI assistants, calendars, smart home technology, Sonos, Ring, Nest, Leviton, IoT devices, and other connected systems
Be resourceful and comfortable troubleshooting or coordinating solutions when technology issues arise
What Success Looks Like
The CEO is focused, organized, prepared, and operating at a higher level because of your support
The CEO is not pulled into issues that others should handle
The CEO's time is protected aggressively
Priorities are clear, important details are handled, and nothing falls through the cracks
Problems are solved before they become emergencies
The office is organized, stocked, welcoming, and running smoothly
People operations are organized, consistent, and professional
New systems and processes are created that make the business less dependent on memory and constant CEO involvement
The business runs smoother, faster, and with less chaos because of your presence
Who You Are
Calm, steady, and composed under pressure
Highly organized with exceptional attention to detail
Known for strong follow‑through and closing loops
Assertive, confident, and comfortable pushing back when needed
Emotionally intelligent and able to work effectively with different personality types
Discreet, trustworthy, and professional with sensitive information
Service‑oriented and motivated by helping others succeed
Comfortable interacting with people at every level, from senior leaders and clients to vendors, contractors, drivers, and office staff
A self‑starter who takes ownership and solves problems independently
Someone who thrives in a fast‑moving, entrepreneurial environment
Forward‑thinking and comfortable leveraging technology and AI to improve efficiency
Comfortable supporting both professional and personal aspects of an executive's life
Someone who takes pride in being a steady, reliable, behind‑the‑scenes partner
Able to be available outside of normal business hours when needed
This Role Is Not for You If
You are looking for a stepping stone to another role
You need constant direction or reminders
You struggle with follow‑through or organization
You prefer highly structured environments with rigid responsibilities
You are uncomfortable making decisions or pushing back when needed
You are not naturally proactive
You get overwhelmed easily in fast‑moving environments
You are looking for a purely administrative role
You are uncomfortable handling both business and personal matters
You prefer to stay in your lane rather than jump in where needed
You are uncomfortable working with a high‑energy, fast‑moving CEO
You do not take pride in being the calm, organized person others rely on
You are looking for an easy job
Why This Role Is Different
This is a unique opportunity for the right person. You will have visibility into many parts of the business and play a major role in helping the CEO and company operate at a high level. You will be trusted with meaningful responsibility, given real authority, and have the ability to make a significant impact. For the right person, this role can be incredibly rewarding, challenging, fun, and fulfilling.
What We Offer
Paid time off
Medical, dental, and vision benefits
Short‑ and long‑term disability options
Retirement matching after 1 year
On‑site private‑use gym
Free Tesla charging
Dog‑friendly workspace
#J-18808-Ljbffr