Executive Assistant

The Executive Assistant to CEO is the organizational backbone behind the CEO, supporting all aspects of her professional and personal life. This individual is proactive, detail-oriented, and capable of anticipating needs before they're voiced. They serve as an extension of CEO — managing communication, schedules, research, events, travel, and personal coordination — ensuring that the CEO's time, energy, and focus are maximized.

Kidology, Inc. Established in 2014, we're a top-rated family-friendly provider agency in Pennsylvania. We specialize in educational services for special needs, including speech therapy, Special Instruction, Physical Therapy, Occupational Therapy, Behavior Services, offering therapies and sessions for a wide range of developmental delays, including Autism. Our goal is to help children reach their developmental milestones.

POSITION TITLE: Executive Assistant to CEO

Reports To: CEO/Founder

Supervised By: Executive Operations Manager

Classification: Full-Time / Salaried

POSITION OVERVIEW

The Executive Assistant to CEO is the organizational backbone behind the CEO, supporting all aspects of her professional and personal life. This individual is proactive, detail-oriented, and capable of anticipating needs before they're voiced.

They serve as an extension of CEO — managing communication, schedules, research, events, travel, and personal coordination — ensuring that the CEO's time, energy, and focus are maximized.

The EA acts as a gatekeeper, organizer, and problem-solver, keeping everything and everyone aligned so that nothing slips through the cracks.

CORE RESPONSIBILITIES

Executive & Business Support

• Maintain and manage CEOs daily, weekly, and monthly calendars, including all meetings, travel, and personal commitments.
• Send daily morning briefing with full schedule, meeting links, reminders, and key priorities. Be a schedule unicorn.
• Review and triage CEO's emails, ensuring urgent messages are flagged and delegated appropriately.
• Draft, proofread, and send correspondence on behalf of CEO when requested.
• Coordinate with company mentor/managers and department heads to ensure projects and initiatives stay on track.
• Screen and schedule all candidate interviews, ensuring vetting is complete before CEO's involvement.

Personal & Family Coordination

• Manage family calendar (kids' activities, school events, travel, birthdays).
• Coordinate household and personal logistics: appointments, errands, and reminders.
• Assist with wardrobe coordination, event outfit planning, and packing for travel.
• Maintain updated travel itineraries for CEO and family, including flights, hotels, ground transportation, and event schedules.

Travel & Event Management

• Book all flights, hotels, cars, and event logistics well in advance.
• Research and coordinate conference appearances, speaking engagements, and media opportunities.
• Prepare event briefing documents: who's attending, what to wear, talking points, and materials needed.

Operations & Research

• Conduct market research, compile data, and summarize key findings for business decisions.
• Assist with social media coordination and post scheduling as needed.
• Manage vendor contacts, partnerships, and key relationship databases.
• Maintain confidentiality and handle sensitive personal and business information with discretion.

QUALIFICATIONS

• Bachelor's degree preferred; strong organizational and communication background required.
• Minimum 3 years of experience supporting executives, founders, or business owners.
• Extremely detail-oriented with exceptional follow-through and prioritization skills.
• Tech-savvy: Google Workspace, Microsoft Office, Canva, project management tools, etc.
• Strong writing and verbal communication skills.
• Polished, discreet, and professional demeanor.
• High emotional intelligence and calm under pressure.

DAILY RHYTHM EXAMPLE

7:30-8 AM

Send daily schedule to CEO (calendar + reminders + notes)

8:30 AM

Review email inbox and flag priorities

9:00 AM

Confirm all appointments, travel, and calls for the day

11:00 AM

Check in with managers on any active or pending projects

1:00 PM

Respond to emails, send follow-ups, delegate tasks

3:00 PM

Update CEO on urgent matters or upcoming deadlines

5:00 PM

Recap of the day + next-day overview sent

Ongoing

Handle errands, family coordination, research, and event prep as needed

CHARACTER PROFILE

• Intuitive and proactive — always two steps ahead.
• Highly organized and calm under pressure.
• Understands luxury, Humility, branding, and professionalism.
• Can switch between business and family tone fluidly.
• Loyal, discreet, and deeply invested in efficiency and excellence.