Personal Assistant - Fair Lawn, NJ

Personal Assistant - Fair Lawn, NJ Sheba Consulting Fair Lawn, NJ Job Details Part-time 1 day ago Benefits Pet insurance Qualifications Customer returns handling Writing skills English Research Driver's License Dog handling Full Job Description 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).