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 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