Executive Assistant & Chief of Staff to the CEO

Aardvark Studios is looking for a highly capable, calm, proactive, and trustworthy Executive Assistant & Chief of Staff to support our CEO and help 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. You will manage competing priorities, protect the CEO's time aggressively, help create structure in a fast-moving environment, and ensure important details do not fall through the cracks.You will help remove the CEO as a bottleneck by making decisions, building systems, pushing things forward, and helping the business operate more efficiently and with less chaos.This is a high-trust, high-impact role for someone who thrives on ownership, discretion, follow-through, and becoming indispensable.The right person for this role is calm under pressure, emotionally intelligent, highly organized, proactive, assertive when needed, and able to manage a fast-moving CEO and business without becoming overwhelmed.This role is not for everyone.It is best suited for someone who takes pride in being the person who can handle complexity, protect others, solve problems, manage details, and keep things moving without needing to be asked twice.What You'll DoExecutive & Personal SupportOwn and manage the CEO's constantly changing calendar across business and personal commitmentsProtect the CEO's time, priorities, and energyAct as a gatekeeper and partner, ensuring the CEO stays focused on the highest-value workCoordinate appointments, meetings, travel, reservations, and personal logistics with discretionTrack follow-ups, deadlines, and commitments to ensure nothing falls through the cracksKeep the CEO organized, on time, and preparedStep in, push back, and say no when necessaryAnticipate issues before they become problemsServe as a trusted sounding board and calm presence for the CEOOffice OperationsOwn the day-to-day office environment and ensure it is organized, clean, stocked, and running smoothlyCoordinate vendors, office services, deliveries, maintenance, and general operational needsHelp create a welcoming, professional, and productive environment for employees and visitorsAct as a go-to person for day-to-day questions and issuesSolve problems quickly and keep small issues from becoming larger distractionsBuild systems and structure around office operations so things are organized, repeatable, and not dependent on memoryPeople Operations & HROwn and manage core People operations across the businessLead recruiting efforts, including job postings, resume review, candidate coordination, interview scheduling, and managing candidate flow through the ATSSupport hiring managers and help ensure a smooth and professional hiring experienceLead employee onboarding and ensure new hires have a strong, organized startManage and maintain People systems, HR files, documentation, PTO tracking, ATS, and HRIS platformsSupport employee communication, celebrations, events, and culture initiativesHelp answer employee questions and maintain a positive employee experienceEnsure People processes are organized, consistent, and documentedSystems, Technology & EfficiencyBuild systems, processes, and workflows that reduce chaos and improve efficiencyHelp remove the CEO as a bottleneck by creating repeatable systems that others can followIdentify opportunities to improve organization, communication, and follow-through across the businessUse technology, software, AI tools, scheduling tools, project management systems, ATS/HRIS platforms, and other tools to improve productivity and stay ahead of needsBe 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 systemsBe resourceful and comfortable troubleshooting or coordinating solutions when technology issues ariseWhat Success Looks LikeThe CEO is focused, organized, prepared, and operating at a higher level because of your supportThe CEO is not pulled into issues that others should handleThe CEO's time is protected aggressivelyPriorities are clear, important details are handled, and nothing falls through the cracksProblems are solved before they become emergenciesThe office is organized, stocked, welcoming, and running smoothlyPeople operations are organized, consistent, and professionalNew systems and processes are created that make the business less dependent on memory and constant CEO involvementThe business runs smoother, faster, and with less chaos because of your presenceWho You AreCalm, steady, and composed under pressureHighly organized with exceptional attention to detailKnown for strong follow-through and closing loopsAssertive, confident, and comfortable pushing back when neededEmotionally intelligent and able to work effectively with different personality typesDiscreet, trustworthy, and professional with sensitive informationService-oriented and motivated by helping others succeedComfortable interacting with people at every level, from senior leaders and clients to vendors, contractors, drivers, and office staffA self-starter who takes ownership and solves problems independentlySomeone who thrives in a fast-moving, entrepreneurial environmentForward-thinking and comfortable leveraging technology and AI to improve efficiencyComfortable supporting both professional and personal aspects of an executive's lifeSomeone who takes pride in being a steady, reliable, behind-the-scenes partnerAble to be available outside of normal business hours when neededThis Role Is Not for You If...You are looking for a stepping stone to another roleYou need constant direction or remindersYou struggle with follow-through or organizationYou prefer highly structured environments with rigid responsibilitiesYou are uncomfortable making decisions or pushing back when neededYou are not naturally proactiveYou get overwhelmed easily in fast-moving environmentsYou are looking for a purely administrative roleYou are uncomfortable handling both business and personal mattersYou prefer to stay in your lane rather than jump in where neededYou are uncomfortable working with a high-energy, fast-moving CEOYou do not take pride in being the calm, organized person others rely onYou are looking for an easy jobWhy This Role Is DifferentThis 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 offMedical, dental, and vision benefitsShort- and long-term disability optionsRetirement matching after 1 yearOn-site private-use gymFree Tesla chargingDog-friendly workspace