Personal Aide to the Chief Executive Officer

About VetPowered LLC
VetPowered was founded in 2009 to support Workshops for Warriors ( wfw.org ), an accredited 501(c)(3) not for profit school that trains, certifies, and places veterans and transitioning service members into dignified lifelong careers in advanced manufacturing to Rebuild America’s Manufacturing Force…One Veteran at a Time. Workshops for Warriors has trained and certified 1,776 veterans and transitioning service members, awarded nearly 23,000 industry credentials, and placed graduates at 522 companies across 49 states. The average starting wage for a WFW graduate is $63,500.

Our goal is to train veterans into dignified lifelong careers and make America the world’s manufacturing superpower again.

That is the story almost nobody has heard.  This role exists to change that, and to turn the telling of it into purchase orders, partnerships, and product revenue.  This will allow us to create scholarships, provide housing, and brighter futures for all the men and women who honorably served our nation.

Position Overview:
VetPowered, LLC is seeking a dynamic and highly organized candidate for the position of Personal Aide to the Chief Executive Officer.  In this vital role, you will serve as the primary support for a busy CEO, ensuring smooth daily operations and efficient management of personal and administrative tasks. The CEO has many time-sensitive commitments both professionally and personally, and is continually creating and paving growth opportunities for multi-million-dollar organizations. Your proactive approach, exceptional organizational skills, and attention to detail will help foster a productive work environment.

Most importantly, this position requires patience, a pleasant demeanor, the ability to listen well, a sense of urgency, and follow directions. Reliability is a must. It is important to note that this is a full personal and administrative assistant position and is not appropriate for candidates who wish to only perform in-office admin duties. Those with prior experience assisting very busy Type A individuals are also encouraged to apply. The information provided below is an effort to provide transparent expectations for this key support role.

Purpose of the Position
At VetPowered, LLC, the Personal Aide exists so that the Chief Executive Officer spends his time on the work that only he can do. The role removes from him the recurring, time-consuming, and personal tasks that would otherwise consume hours of every day, or that would be improperly assigned to senior officers of the organization.

This position performs work that would not be asked of the Chief Operating Officer, the Chief of Staff, or the Executive Aide. That distinction defines the role. The Personal Aide is accountable for the readiness and order of the working environment of the Chief Executive Officer, for the continuity of his personal and household affairs, and for the complete execution of any assigned task that is legal, ethical, safe, and in alignment with the mission.
This is a great opportunity for someone who loves working behind the scenes to keep things organized. The ideal

Duties, Responsibilities & Expectations:
This is a great opportunity for someone who loves working behind the scenes to keep things organized. The ideal candidate will anticipate a CEO's needs, provide workspace readiness, and take pride in making their life easier. This hands-on role requires discretion, flexibility, and the ability to thrive in a fast-paced environment, with no two days being the same.
- Workspace Readiness:  The office of the Chief Executive Officer and all adjoining workspaces are the exclusive responsibility of this position.
- Ensure the office, desk, work surfaces, and all adjoining workspaces are clean, cleared, vacuumed, and organized before the Chief Executive Officer arrives each morning.
- Maintain order in the space throughout the day and reset it at the close of business.
- No outside cleaning contractor, building custodial staff, or other personnel may clean or organize the personal space of the Chief Executive Officer. This work is performed by the Personal Aide and by no one else.
- Maintain supplies, materials, and equipment in the space so that nothing is missing at the moment it is needed.

- Meal Service and Hospitality:  Meals with senior staff and guests are a working instrument of leadership. This position ensures those meals happen properly and without consuming the time of the Chief Executive Officer or of any officer of the organization.
- Order, obtain, prepare, plate, and serve breakfast, lunch, dinner, refreshments, and snacks for the Chief Executive Officer and for the guests or staff members he designates.
- Set the table and the space in advance, so that the Chief Executive Officer and his guests sit down to a complete and ready setting.
- Ensure meals are fresh, wholesome, and nutritious, and account for the dietary requirements of guests.
- Clear, clean, and reset the space at the conclusion of the meal without interrupting the work in progress.
- Provide hospitality support for visitors, tours, and guests hosted by the Chief Executive Officer.

- Errands, Vehicles, and Personal Logistics Execute personal and business errands, including dry cleaning, laundry, shoe repair, purchasing, pickups, deliveries, and returns.
- Travel to the residence and vehicles of the Chief Executive Officer to retrieve, deliver, or place items as directed.
- Manage personal vehicle administration, including registration, insurance documentation, service scheduling, and keeping current documents in each vehicle.
- Personally drive vehicles to be washed, detailed, serviced, or repaired, or clean them directly, so that every vehicle is clean, fueled, and ready for use at all times.
- Drive all vehicle types, including trucks, sedans, and sport utility vehicles. Comfort and competence operating each of these vehicle types is a requirement of the position.
- A company vehicle is issued to this position for the performance of these duties. Use of the vehicle is governed by the written vehicle policy of VetPowered LLC.
- Purchase, order, receive, and stage items on request, and confirm completion so that no task requires a second inquiry.
- Complete assigned small tasks in support of the Chief Operating Officer, the Chief of Staff, and other personnel when directed by the Chief Executive Officer. These are the recurring, low complexity tasks that consume a disproportionate share of senior staff time.

- Personal Records, Bookkeeping, and Property: This position works within the filing and naming conventions already in use. It does not design systems and holds no responsibility for organizational data architecture.
- Collect, scan, name, and file personal receipts to the established naming convention, in the designated location, consistently and without exception.
- Download and organize personal banking and account records as directed.
- Maintain personal bookkeeping records in the form and location specified by the Chief Executive Officer, and track outstanding items, reimbursements, and obligations before they become urgent.
- Inventory, label, organize, and maintain CEO’s personal property, including tools, hardware, tooling, equipment, uniforms, and clothing.
- Maintain custody and organization of patented items, prototypes, models, and related physical articles associated with the intellectual property portfolio of the Chief Executive Officer. These items require particular care, accurate identification, and secure storage.
- Maintain a current inventory record of items directed by the CEO so that any item can be located on request, and coordinate maintenance, repair, cleaning, and replacement.
- Maintain absolute accuracy. Records of work performed by this position are relied upon without a second review.

- Travel and Event Support Accompany the Chief Executive Officer on business and personal travel as required.
- Manage baggage, materials, and equipment in transit.
- Prepare and set hotel accommodations on arrival, and retrieve or deliver items from accommodations as directed.
- Attend events with the Chief Executive Officer, carry and manage materials, and handle logistics so that his attention remains on the people in the room.
- Anticipate requirements in advance of each trip and event so that nothing is missing on arrival.

- Household Staff Coordination and Continuity: This position is the coordination point for the household staff of the Chief Executive Officer.
- Coordinate schedules, tasking, access, and vendor visits for household staff, and serve as the single point of contact between household staff and the Chief Executive Officer.
- When a member of the household staff is ill, absent, or otherwise unavailable for a short period, assume those duties directly so that household operations continue without interruption.
- When an absence is extended, or when a household position turns over, support the transition by orienting and training the replacement to the standards of the Chief Executive Officer, and remain the point of accountability until the replacement is fully capable.
- Maintain written task standards for each household function so that continuity does not depend on any single individual.

- Document Preparation Support Prepare, format, and assemble documents at the direction of the Chief Executive Officer, including correspondence, forms, records, and standard agreements such as residential leases for the properties at 2851 Boston Avenue.
- Apply the established document standards, including Georgia twelve point font, plain punctuation, and the file naming convention in use.
- Route any document carrying legal effect to outside counsel for review before execution. This position prepares documents. It does not provide legal advice and does not practice law.
- Maintain version control and preserve records in their original unaltered format.

- Entity Separation: The Chief Executive Officer leads three separate entities. Work performed for one entity is not performed by the personnel of another.
- This position is employed and compensated by VetPowered LLC.
- Tasks performed on behalf of Workshops for Warriors are identified as such and recorded separately for cost allocation.
- Personnel of Workshops for Warriors are not tasked with VetPowered work, and personnel of VetPowered are not tasked with Workshops for Warriors work, absent explicit direction from the Chief Executive Officer and a documented allocation.
- Note the applicable category next to each task and errand as it is performed, using the four categories directed by the Chief Executive Officer: VetPowered, Zorgon, Workshops for Warriors, and Personal. The record is reviewed monthly, and costs are allocated accordingly. No separate log is required.

Experience & Characteristics Requirements:
We are looking for candidates who have completed at least a high school diploma. For those with a bachelor's degree, this may be considered as a substitute for general experience. Additionally, up to two (2) years of specialized experience can qualify for educational substitutions, and we will review these on a case-by-case basis. If you're uncertain about your eligibility for educational substitutions, we encourage you to apply. You will be contacted if you meet the necessary qualifications.

General experience : entails progressively responsible roles in administration, bookkeeping, clerical work, or secretarial positions. This experience should provide a strong foundation in office practices, including filing, effective telephone communication, typing skills, and aspects of home and/or property management.

Specialized experience : involves progressively responsible tasks that are directly related to the duties specified for this position. This experience will equip you with essential knowledge of the applicable rules, regulations, and terminology. We appreciate your interest and look forward to your application!

Personal Characteristics & Standards of Conduct : We are seeking a candidate who exemplifies maturity, dedication, and responsibility, along with a calm and composed demeanor. The right individual will demonstrate tact, sound judgment, and a proactive attitude, making them a crucial addition to our team. A strong work ethic is essential, as is the ability to collaborate effectively with attorneys, accountants, engineers, and office staff. Trustworthiness and the capability to maintain strict confidentiality of sensitive information are key attributes.
- Ownership, Collaboration & Drive : We value individuals who thrive in fast-paced environments and possess strong follow-through, with a commitment to achieving positive outcomes by effectively partnering with leadership and colleagues, ensuring. A robust work ethic will lay the foundation for their success in this role, where deadlines are met while skillfully managing multiple priorities and deliverables. Tasks are completed, confirmed, and closed. Status is reported before it is requested.
- Dependability : We appreciate those who have consistently shown reliability and flexibility, demonstrating a willingness to support the team when needed.
- Adaptability : Being adaptable and open to change will help the candidate navigate the dynamic nature of our work environment.
- Commitment to Accountability : A strong commitment to transparency and accountability is vital, as it will drive both personal and team success. Anticipation. The measure of performance in this role is the number of things that never become a problem.
- People-Oriented : Above all, we encourage a candidate who is genuinely people-oriented, emotionally intelligent, and focused on creating and maintaining a supportive and positive working environment for all team members. 
- Discretion : This position has access to personal, financial, household, and organizational information. Nothing observed or handled in the course of the work is discussed outside of it.
- Presentation : This position represents the Chief Executive Officer in the presence of senior military officers, elected officials, donors, and industry executives. Appearance, bearing, and conduct are professional at all times.
- Judgment : The standing test for any assignment is that it be legal, ethical, safe, and in alignment with the mission. Any task that fails that test is declined and raised immediately with the Chief Executive Officer.
Schedule and Qualifications:
We are seeking a candidate who excels in the following areas:
- Schedule: Monday – Friday, with occasional Saturdays and travel.
- 10-12 hour days; hours follow the schedule of the CEO.

- Technical Proficiency: Demonstrate strong computer literacy with a focus on the following tools:
- Microsoft Office 365
- Outlook for managing complex calendars and coordinating meetings
- Windows applications and Adobe Acrobat
- Google Workspace and PowerPoint
- Familiarity with Salesforce is an added advantage
- Showcase administrative expertise, including data entry, effective filing systems, calendar management, and proficiency with general office technology tools.
- Exhibit the ability to manage multiple tasks simultaneously, utilizing exceptional organizational skills, attention to detail, and effective time management.
- Maintain accurate electronic and physical filing systems for efficient information retrieval.

- Communication and Prioritization: Communicate effectively with strong verbal and written skills. 
- Handle incoming calls professionally and courteously. 
- Work well both independently and in a team. 
- Demonstrate strong communication, reliability, flexibility, and task prioritization. 
- Build collaborative relationships by identifying needs and providing solutions. 
- Maintain confidentiality in all duties. 
- Second-language skills are a plus for diverse communication but not required. 
- Exceptional attention to detail, demonstrated over time and under load.

- Demonstrated reliability across long hours and a six-day schedule.
- Polished presentation and comfort operating in senior professional and military environments.
- Genuine service orientation and personal discretion.
- Ability to pass a background check and to execute a confidentiality agreement.

- Physical Abilities : This role involves prolonged periods of standing and walking, as well as reaching, bending, and kneeling.
- Ability to lift and carry materials, stand for extended periods, and perform the physical tasks associated with the duties described above.
- The position requires on-site work, as it is not a full-time telecommute role.

- Valid California driver license and a clean motor vehicle record, verified before the first day of work.
- Comfort and demonstrated ability driving trucks, sedans, sport utility vehicles, and other vehicle types.

- Responsibilities will include running errands, such as basic dog care, shopping, dry cleaning, post office visits, and other personal tasks.

- Preferred Qualifications : Paralegal, legal administrative, or executive support experience.
- Bookkeeping or records management experience.
- Prior military service, or prior experience supporting a senior principal.

We are looking for a flexible candidate who is willing to occasionally travel with the CEO for official business. This role also involves driving the CEO to and from the airport, meetings, clinics, and other appointments, contributing to a smooth operational flow.

Benefits & Compensation
- Pay rate:  $30.00 per hour, with overtime paid in accordance with California law.  This is a full-time non-exempt position (40+ hours/week)
- Business expenses reimbursed at the applicable General Services Administration rate by locality, consistent with the travel policy applied across all three entities.
- Benefits : VetPowerd makes comprehensive benefits available on the first of the month following the date of hire.  Options include Medical (50% employer contribution), dental and vision coverage (10% employer contribution), a 401K program with employer match, 8 paid holidays, and paid time off.  
Next Steps Most importantly, the right person, once thoroughly trained, can walk into the home or office, recognize what needs attention, and confidently take ownership.

If you're an organized self-starter who loves creating order, supporting a busy executive, and keeping everything moving behind the scenes, we'd love to hear from you!

To apply for this position, qualified applicants should prepare the following materials for submission:
- Cover letter
- Resume
- List of 3 professional references with contact information (phone number and email address)

E-Verify Compliance Statement:
VetPowered, LLC participates in the E-Verify program. We ensure employment eligibility of all employees by using the E-Verify electronic verification system.

Policy for Discrimination, Harassment and Retaliation Prevention:
VetPowered, LLC is committed to providing a professional work environment free from discrimination and harassment, including discrimination and harassment based on a protected characteristic, and an environment free from retaliation for participating in any protected activity covered by this policy.

VetPowered, LLC employees are expected to assume responsibility for maintaining a work environment that is free from discrimination, harassment, and retaliation. Employees are encouraged to promptly report conduct that they believe violates this policy so that we have an opportunity to address and resolve any concerns. Managers and supervisors are required to promptly report conduct that they believe violates this policy. We are committed to responding to alleged violations of this policy in a timely and fair manner and to taking appropriate action aimed at ending the prohibited conduct.

EEO Statement:
VetPowered, LLC is committed to providing equal employment opportunities to all employees, applicants, unpaid interns, and volunteers without regard to actual or perceived: race (including hair texture or protected hairstyles, e.g. braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin (including language use restrictions), ancestry, citizenship, disability (mental and physical) including HIV and AIDS, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, family and medical leave status, domestic violence victim status, political affiliation, and any other status protected by federal, state, or local law.

All openings are subject to change without notice, due to the volume of applications / resumes received, we are unable to respond to status inquiries. Please be assured that your information is being properly handled and forwarded to the appropriate hiring staff. If your skills and qualifications meet the needs of the job, you will be contacted.