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Personal Assistant - Fair Lawn, NJ
We are seeking an experienced Personal Assistant to support a busy CEO who runs both a fractional executive leadership firm (Sheba Consulting) and a U.S.-based nonprofit that provides direct operational and logistical support to IDF soldiers and Israeli communities (Operation Israel).
This is a long-term, high-trust role centered on managing the day-to-day operations of her personal and professional life, with some involvement in nonprofit-related coordination. Candidates must be comfortable with and supportive of the mission of Operation Israel, as it is an active part of the work.
This role might be a good fit for you if…
- You are a natural problem-solver who can take a task, run with it, and follow through to completion without hand-holding
- You are highly organized. You keep track of what is happening, what is due, and what is next without needing reminders
- You work well in a fast-paced environment and can keep multiple tasks running at once without losing the thread
- You notice what needs to happen before someone has to ask, and take the initiative to handle it
- You are efficiency-minded. Manual, repetitive tasks that could be streamlined bother you, and you do something about it
- When a task you have never done before lands on your plate, you do not get intimidated
- When priorities shift or plans change, you roll with it and adapt easily
- You communicate in English clearly and professionally, in writing, on the phone, and on someone else’s behalf. If you can do it in Hebrew, even better
- You are comfortable working with AI tools like ChatGPT and Claude, or genuinely excited to learn how to use them in your workflow
- You hold your own with insurance companies, government offices, and other bureaucracies, and do not give up until things are resolved
- You do not shy away from personal errands or operating inside someone else’s home, and you keep what you see and hear in complete confidence
What you will be doing:
- Manage email, phone, and written communication with vendors, contractors, insurance companies, doctors, and others on the CEO’s behalf, articulately and persistently
- Open, scan, sort, and process all incoming mail
- Pay personal bills, reconcile credit cards, and track receipts and expenses
- Handle health, home, auto, and pet insurance claims, appeals, and follow-ups
- Coordinate with the accountant on personal financial matters and tax documentation
- Track charitable donations for tax purposes
- Schedule and manage doctor, dental, and other personal appointments
- Maintain personal medical records and follow up on referrals, results, and prescriptions
- Manage pet care: vet appointments, grooming, food and supply standing orders, pet insurance claims
- Manage household vehicles: registration, inspection, insurance, maintenance scheduling, and document tracking
- Coordinate home maintenance, repairs, and household projects with contractors and vendors
- Research vendors, products, and services. Make purchases, process returns and exchanges
- Track shipments and deliveries
- Manage subscriptions and recurring household accounts
- Run errands as needed: pharmacy, post office, dry cleaning, notary, returns
- Organize and maintain the home office and personal filing systems
- Manage multiple calendars and coordinate with her professional and nonprofit teams on scheduling and follow-up
- Send birthday cards, gifts, thank-you notes, and condolences. Maintain a contacts list with birthdays, anniversaries, and gift history
- Draft personal correspondence in her voice
- Handle travel arrangements and itineraries
- Assist with personal event coordination and hosting logistics
- Troubleshoot basic tech issues and use AI tools to work efficiently
- Take on “look into this for me” projects: research, comparison shopping, vendor vetting
- Fight bureaucracies on her behalf, and not give up until things are resolved
- Handle other reasonable tasks that come up, personally or professionally
Requirements & Preferences:
- Legally authorized to work in the US.
- Able to work on-site and remotely.
- Available and looking for 10–20 hours of work per week, with mostly flexible availability between 11:00 AM and 8:00 PM, Monday through Friday.
- Able to commute to Fair Lawn, NJ and the surrounding area, with a valid driver's license and reliable vehicle.
- Native or near-native English with excellent written and verbal communication skills.
- Comfortable working in a home with cats and dogs.
- Able to commit to a permanent role (this role is not suitable for someone looking for a summer job).
- Preferred but not required: Native or near-native Hebrew with excellent written and verbal communication skills.
- Preferred but not required: Proficiency with Google Workspace, calendar tools, and AI tools like ChatGPT and Claude.
- Preferred but not required: 1–2 years of PA experience.
- Preferred but not required: Comfortable working as a 1099 freelance contractor (W2 negotiable, if not).
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