Personal Assistant chez undefined

Title: Personal Assistant

Department: CEO’s office

Location: Hoboken, NJ / NYC (Chelsea) — primarily in person

We’re looking for a Personal Assistant to our CEO who will help keep things running smoothly — balancing the details of day-to-day operations with the bigger picture of supporting the CEO as a trusted partner and right-hand support. This position requires exemplary organizational skills, judgement, and the ability to operate in a fast-paced environment. The ideal candidate is proactive, has a high emotional intelligence, is resourceful, and thrives on keeping things running smoothly behind the scenes. 

This isn’t just an admin role—this is a hands-on partnership. You will work side by side with the CEO to make sure day-to-day operations run smoothly. You’ll have ownership over everything from calendar & communication management to executing strategic projects, coordinating creative work, and helping craft the Baked by Melissa vision behind the scenes. This role offers strong potential for growth into more leadership / strategic roles.

What You’ll Do

• Manage the CEO’s calendar, including scheduling and coordinating internal and external meetings

• Serve as the primary point of contact for the CEO’s office, handling correspondence, calls, and requests with professionalism, discretion and confidentiality

• Support both large and small office and home tasks when needed (ie, ordering groceries, light cleaning and preparation, running errands, personal paperwork and logistics, etc.)

• Thoughtfully organize and find efficiencies in inventory management, maintaining organization in all physical aspects of home and office

• Coordinate travel arrangements, itineraries, and logistics for business and occasional personal needs

• Ensure smooth execution of daily organizational operations so the CEO can stay focused

• Prepare meeting agendas, decks, and follow ups to ensure the CEO is always prepared and all meeting attendees are given a succinct summary with clear next steps

• Track action items and follow up with internal and external stakeholders to ensure deadlines are met

• Help push projects across the finish line by coordinating with the executive leadership team

• Research and help prepare CEO for conversations with external and internal partners

• Support the CEO in prioritizing initiatives and balancing strategic and day-to-day responsibilities

• Assist with expense reporting, invoices, and vendor coordination

• Help plan and execute company events, leadership meetings, and special projects

• Take on additional tasks and projects as needed to support the CEO and company

Qualifications

• 3+ years of experience supporting a senior leader or executive, preferably in a fast-paced or entrepreneurial environment

• Ability to travel between our NYC office, Hoboken and to events as needed

• Ability to lift 30 pounds and be physically active / on feet for a large portion of each day

• Extremely strong written and verbal communication skills, with a professional and approachable demeanor and an ability to manage up 

• Excellent organizational skills and attention to detail, with the ability to effectively manage multiple priorities simultaneously

• Strategic thinker with strong business understanding and financial awareness

• Strong proficiency with Google Workspace and scheduling tools

• Passion for the Baked by Melissa brand and mission

The Ideal Candidate

• A natural organizer who creates structure and efficiency wherever they go

• A solutions-oriented problem solver who stays calm under pressure

• Anticipates needs and takes initiative without waiting to be asked

• Approaches all tasks with a “no job is too big or too small” mindset

• Builds strong, trusting relationships across all levels

• Resourceful, proactive, and always two steps ahead

• An entrepreneurial spirit with an interest in learning the business

• Excited by the opportunity to grow into a more strategic role.