Hiring Strategic Executive Assistant to the CEO – Alloy Personal Training

Strategic Executive Assistant to the CEO

Reports to: CEO
Employment Type: Full-Time
Location: Bergen County NJ (Hybrid or potential remote)

The Opportunity

We are seeking a highly capable Strategic Executive Assistant to help the CEO operate effectively across multiple businesses investments and professional responsibilities.

The primary purpose of this role is to protect the CEOs time attention and decision-making capacity. The Executive Assistant will act as a trusted filter organizer and closer of open loops ensuring that routine execution follow-up coordination and verification are handled without unnecessary CEO involvement.

Scheduling and administrative support are part of the position but they are not the center of the role.

This is a proactive judgment-oriented position for someone who can anticipate needs create structure hold others accountable and present the CEO with clear decision-ready information.

Success in this role will result in:

• Fewer interruptions and greater focus on high-value priorities
  
• Faster resolution of outstanding issues
  
• Reduced decision fatigue and administrative burden
  
• Stronger accountability from brokers vendors partners and operators
  
• A calendar and inbox aligned with strategic priorities
  
• Problems presented with context options and recommended next steps
  

This role directly supports the growth of multiple businesses by allowing the CEO to remain focused on strategy relationships leadership and important decisions.

What Success Looks Like

The Strategic Executive Assistant will help create an environment in which:

• The CEO spends the majority of his time on strategy relationships growth and key decisions
  
• Every meaningful open item has a clear owner deadline and next step
  
• Brokers vendors bookkeepers and operating partners move forward without requiring CEO follow-up
  
• The CEOs inbox calendar travel and follow-ups operate smoothly
  
• Routine issues are resolved at the appropriate level
  
• Important matters reach the CEO with sufficient context and clearly defined options
  
• Deadlines commitments and action items do not fall through the cracks
  

Key Responsibilities

1. Executive Gatekeeping and Information Filtering

This is the highest-priority responsibility of the role.

• Serve as the first point of review for inbound emails requests documents and other communications
  
• Determine which matters require CEO attention and which should be resolved delegated deferred or declined
  
• Route issues to the appropriate owner including business operators directors brokers vendors bookkeepers and professional advisors
  
• Protect the CEO from unnecessary FYI communications and low-value interruptions
  
• Consolidate fragmented information into clear concise summaries
  
• Escalate matters involving:
  
• Material financial impact
  
• Significant people or personnel decisions
  
• Strategic direction
  
• Legal regulatory contractual or reputational risk
  
• Time-sensitive opportunities or commitments
  
• Present escalated matters with background options deadlines and a recommended next step whenever possible
  

2. Follow-Up and Open-Loop Management

• Maintain a centralized system for tracking commitments action items deadlines and outstanding decisions
  
• Ensure every important item has an owner and next step
  
• Follow up consistently with internal and external stakeholders
  
• Identify stalled items before they become urgent
  
• Close routine loops independently within delegated authority
  
• Provide the CEO with clear visibility into overdue blocked or high-risk matters
  
• Ensure verbal commitments and meeting decisions are translated into action
  

3. Broker Vendor and Partner Accountability

• Manage follow-up with:
  
• Commercial real estate brokers
  
• Investment property brokers
  
• Vendors and service providers
  
• Business partners and outside professionals
  
• Establish and enforce clear expectations regarding responsiveness deliverables and timelines
  
• Require concise updates specific next steps and clearly assigned responsibilities
  
• Ensure brokers provide curated opportunities aligned with established criteria rather than unfiltered listings
  
• Challenge incomplete or unclear responses professionally
  
• Identify underperforming relationships early and escalate them before the CEO is forced to intervene
  
• Help the CEO evaluate whether outside partners should be retained redirected or replaced
  

4. Calendar Meeting and Travel Management

• Own the CEOs calendar scheduling meeting coordination and travel arrangements
  
• Protect designated time for:
  
• Strategic thinking
  
• Business planning
  
• Financial and operational reviews
  
• Board and advisory preparation
  
• High-value relationship development
  
• Evaluate meeting requests based on priority purpose attendees and expected outcome
  
• Decline delegate shorten or reroute low-value meetings when appropriate
  
• Batch meetings intelligently to reduce fragmentation and unnecessary context switching
  
• Ensure the CEO is properly prepared with agendas background information objectives and decision points
  
• Confirm logistics and resolve scheduling conflicts before they reach the CEO
  

5. Administrative and Document Management

• Manage physical mail including the company PO Box
  
• Scan name organize route and securely file documents
  
• Maintain logical and consistent digital filing systems
  
• Coordinate invoices contracts forms and other business paperwork
  
• Ensure documents requiring review signature payment or follow-up are routed promptly
  
• Maintain accurate records across multiple businesses and entities
  
• Create systems that make information easy to retrieve and difficult to lose
  
• Uphold a consistently high standard of organization and confidentiality
  

6. Financial and Operational Coordination

This position coordinates financial and operational processes but does not replace the CEO bookkeeper accountant or financial advisor.

• Coordinate with bookkeepers payroll providers CPAs attorneys and other professional advisors
  
• Ensure statements reports tax documents payroll information and requested materials are delivered on time
  
• Organize financial information before CEO review
  
• Prepare concise summaries highlighting deadlines missing information unusual items and decisions required
  
• Monitor recurring administrative and financial obligations
  
• Flag inconsistencies or potential concerns for review
  
• Avoid making financial legal or accounting judgments outside the authority of the role
  

7. Weekly and Monthly Executive Cadence

• Prepare a concise weekly executive summary covering:
  
• Open loops and outstanding commitments
  
• Decisions required from the CEO
  
• Upcoming deadlines and meetings
  
• Blocked or overdue items
  
• Broker vendor and partner updates
  
• Emerging risks or recurring problems
  
• Maintain a running list of items that require CEO attention
  
• Prepare materials for monthly financial operational and strategic reviews
  
• Track prior decisions and confirm that agreed-upon actions are completed
  
• Identify recurring sources of friction and recommend process improvements
  

Decision-Making Authority

The successful candidate will be given clear authority to operate on the CEOs behalf within defined boundaries.

Depending on the situation this may include the authority to:

• Decline or redirect inappropriate meeting requests
  
• Request additional information before escalating an issue
  
• Enforce response deadlines
  
• Follow up with brokers vendors employees and professional advisors
  
• Resolve routine administrative matters
  
• Close open items that fall within established guidelines
  
• Protect designated calendar blocks
  
• Return incomplete work and request a decision-ready response
  

The Executive Assistant is expected to use judgment while recognizing when an issue requires CEO involvement.

What This Role Is Not

This is not:

• A traditional personal-assistant or errand-running position
  
• A passive scheduling role
  
• A position that waits for detailed instructions before taking action
  
• A note-taking role without ownership of follow-through
  
• A role for someone uncomfortable holding others accountable
  
• A position requiring constant direction or reassurance
  

The right person will be comfortable operating independently while maintaining strong communication and appropriate transparency.

Required Qualities

High Ownership

You take responsibility for outcomes not just assigned tasks. You follow through without repeated reminders and remain accountable until an issue is resolved.

Strong Judgment

You understand the difference between matters that require CEO attention and those that should be handled elsewhere.

Comfort With Ambiguity

You can move work forward even when instructions are not perfectly defined. You ask focused questions when necessary but do not rely on constant direction.

Clear Communication

You communicate in a concise professional and decisive manner. You can convert complicated or disorganized information into a clear summary.

Professional Confidence

You are comfortable following up firmly with brokers vendors executives and professional advisors while maintaining positive relationships.

Organizational Discipline

You create reliable systems maintain accurate records and prevent commitments from being forgotten.

Pattern Recognition

You identify recurring problems bottlenecks and underperformance before they become significant issues.

Discretion

You can be trusted with confidential financial personnel business investment and personal information.

Calm Execution

You remain composed and effective when priorities shift information is incomplete or others are not responding as expected.

Experience and Qualifications

• Demonstrated experience managing complex priorities with limited supervision
  
• Strong written and verbal communication skills
  
• Advanced organizational calendar-management and follow-up capabilities
  
• Experience supporting multiple businesses entities or workstreams
  
• Strong proficiency with modern productivity communication document-management and collaboration tools
  
• Experience working with confidential business and financial information
  

Experience in one or more of the following areas is strongly preferred:

• Entrepreneurial or founder-led businesses
  
• Investment or deal-oriented environments
  
• Professional services
  
• Multi-location businesses
  
• Finance bookkeeping or operational coordination
  

First 90-Day Success Measures

During the first 90 days the successful candidate will be expected to:

• Establish an effective inbox-triage and escalation process
  
• Significantly reduce the volume of routine matters requiring CEO involvement
  
• Assume ownership of recurring administrative responsibilities
  
• Implement a reliable open-loop and follow-up tracking system
  
• Establish weekly reporting and executive-summary routines
  
• Ensure brokers and key vendors provide consistent structured updates
  
• Create clear escalation criteria for financial personnel strategic legal and reputational matters
  
• Eliminate unresolved administrative items that lack an owner or next step
  
• Demonstrate sound judgment regarding what shouldand should notreach the CEO
  
• Build sufficient trust to operate independently within established authority
  

Compensation

Competitive compensation based on experience qualifications and demonstrated judgment.

The compensation package may include a performance-based bonus tied to execution quality reliability operational improvement and the level of trust and responsibility earned in the role.

How to Apply

Applicants should submit a current resume

Final Note

This role requires judgment confidence discretion and consistent executionnot perfection.

The ideal candidate enjoys creating structure taking ownership solving problems and being the trusted person who quietly makes everything run better.