Executive Assistant

Executive Assistant

Insightful is a market-leading platform for employee productivity and workforce analytics. We process massive data sets of usage activity, synthesize them into actionable insights that help managers and employees perform at their peak, and help the world's most productive companies stay that way by improving employee productivity, business processes, and giving every employee autonomy and transparency to work how they work best.

Job Description

We are looking for full-time, in-person Executive Assistant based in NYC to support the founder/CEO. The CEO splits time primarily in NYC with periodic travel to the Belgrade office. This role owns the CEO's time, logistics, and information flow. The goal is freeing up 10–15 hours per week of executive capacity.

Responsibilities:

• Calendar management: Own the CEO's calendar end-to-end. Schedule, reschedule, and protect time blocks. Manage conflicts and prioritize meeting requests. Ensure prep materials are ready before every meeting.
• Travel coordination: Book all travel, including flights, hotels, and ground transport, for NYC–Belgrade trips and other domestic/international travel. Build detailed itineraries.
• Communication triage: Screen and prioritize email, Slack, and other inbound communications. Draft responses where appropriate. Flag urgent items and filter noise.
• Meeting support: Prepare agendas, pre-reads, and briefing docs. Take notes and track action items for key meetings. Follow up on outstanding items.
• Expense and administrative management: Handle expense reports, invoices, subscriptions, and vendor coordination. Manage office logistics in NYC.
• Event and relationship management: Coordinate dinners, off-sites, board meetings, and investor meetings. Maintain a contact/relationship database for key stakeholders.
• Personal logistics: Occasional personal errands that directly impact the CEO's time, like appointments, reservations, etc.

What this role is NOT:

• Not a Chief of Staff, no strategic project ownership or cross-functional leadership
• Not an office manager, no responsibility for the broader team's workspace or ops

You are a great fit for this role if you have:

• 3+ years supporting a C-level executive or founder, ideally at a tech company or high-growth startup
• Experience with international travel booking and multi-timezone scheduling
• Proficiency in Google Workspace (Calendar, Gmail, Docs) and Slack
• Availability to work in-person daily, based in NYC

Strong preferences:

• Experience supporting a founder/CEO, specifically, the pace and ambiguity are high
• Familiarity with SaaS or B2B tech environments
• Experience coordinating across US and European time zones
• Comfortable with tools like Slack, Notion, HubSpot, or project management platforms
• Prior exposure to investor relations logistics (board decks, data rooms, meeting scheduling)

Bonus points:

• Experience at a company with a hybrid/distributed/remote-first team
• Notary public certification (surprisingly useful for a CEO's EA)