Executive Assistant & Office Manager

About Kalepa: Insurance is a $7T global industry built on professional labor: underwriting, claims, pricing, operations, and distribution. Kalepa is building AI that can perform that work. We create professional-grade AI systems for insurers: software that can read, reason, decide, and act inside real workflows and operate over long-time horizons. Kalepa begins by augmenting professionals with the tools to succeed at their jobs. That earns us the right to learn from real decisions, capture decision traces, and automate what can be automated successfully over time. Our products are already in production with leading insurers, driving measurable outcomes and expanding across functions. The opportunity is far broader than any single workflow: to build the AI operating system for decision-making across insurance. For people who want to work on AI that matters, in a sector where correctness, trust, and real-world impact count, Kalepa is just getting started. Kalepa is backed by leading investors such as IA Ventures and Inspired Capital, and our team brings experience from Meta, Palantir, Block, Afford, Google, Amazon, McKinsey, Mastercard, and Uber. Our Values (This is important): Our culture is shaped by everyday decisions. Our values help us make them thoughtfully and consistently, especially when tradeoffs are difficult. We learn from mistakes so our good decisions outweigh our bad ones and their benefits compound over time. Excellence -We take pride in our craft and expect excellent outcomes in everything we do. We set high standards, verify our work, and own the result. We make deliberate tradeoffs, including rethinking an approach, redoing work, or investing more time. Pursuit of the Truth -We seek the truth, even when it is uncomfortable. We question assumptions, give candid feedback, and change our minds when evidence warrants it. We work with customers to understand their challenges and what solving them requires. Ensuring Customer Success -We take responsibility for delivering results that matter to our customers. We measure success through improvements in their growth, profitability, and efficiency. We challenge our approach and customers’ requests when necessary, remaining accountable for the outcome. First Principles Thinking -We reason from a problem’s underlying facts, objectives, and constraints. We distinguish what is necessary from what is familiar and question assumptions that limit possible solutions. We test our reasoning against reality and address root causes with approaches that scale without unnecessary complexity. In addition to our NY office, we have remote employees speaking 10+ languages across the globe. But we invest in bringing our people together both for regional meetups and global offsites (2021 - Playa Del Carmen | 2022 - Rome | 2023 - Buenos Aires | 2024 - Lisbon | 2025 - Cartagena | 2026 - Tbilisi). Kalepa’s culture isn’t for everyone, and that’s ok. But for the people who are a fit, they can’t imagine working elsewhere. About the role: Base Salary : $140,000–$170,00 Location : New York, NY - Hybrid: at least three days per week in our NYC office Reports to : CEO & Co-Founder Kalepa is hiring an Executive Assistant & Office Manager to support our CEO & Co-Founder and keep our NYC workplace running smoothly. You will own the details that protect the CEO's time: managing a changing calendar, coordinating travel, anticipating needs and resolving issues independently. Your primary executive support responsibility is to the CEO & Co-Founder, with occasional support for other team members as needed. The role includes both business and personal support. A personal issue can consume the same time and attention as a business issue, and you will bring the same judgment, discretion and follow-through to resolving both. You will also own day-to-day NYC office operations and partner with Operations and Marketing on events. You should take pride in providing highly polished, professional support and enjoy making a demanding schedule and busy workplace run well. Key Responsibilities: Calendar and meeting logistics : Own the CEO's calendar across business and personal commitments, manage scheduling across time zones, resolve conflicts and protect time for priorities. Confirm meeting details and ensure materials are ready. Travel and expenses : Arrange business and personal travel, build complete itineraries, anticipate complications and resolve last-minute changes. Keep expenses and supporting records accurate and organized. Personal support : Handle appointments, reservations, purchases, errands and other personal administrative matters as needed. Coordinate with service providers and take ownership of resolving issues that would otherwise require the CEO's time, exercising discretion and good judgment. Logistical coordination : Handle correspondence related to scheduling, travel, reservations, vendors and other logistical matters. Represent the CEO and Kalepa with exceptional professionalism in every interaction with customers, investors, candidates, colleagues and service providers. Office management : Own vendors, building coordination, supplies, meeting spaces, visitors and office spending within an agreed budget. Anticipate needs, resolve problems and create a welcoming, well-organized workplace. Events and team logistics : Partner with Operations and Marketing to plan and execute logistics for offsites, team gatherings, board meetings and other events. Coordinate venues, travel, catering and schedules, including the CEO's participation in commercial events. Employee and visitor experience : Coordinate onboarding equipment, access and first-day logistics with the relevant teams. Help visiting colleagues work effectively from NYC and support team milestones. Reliable systems and follow-through : Maintain useful checklists, track outstanding requests and see tasks through to resolution. Use approved AI and productivity tools to reduce repetitive coordination while handling confidential information carefully. About you: 5+ years of experience supporting a CEO, founder or senior executive in a demanding, fast-moving environment. A track record of anticipating needs, making sound decisions independently and following through without repeated reminders. Experience managing complex calendars and travel, including competing priorities and last-minute changes. Comfort supporting both business and personal matters, with resourcefulness and a willingness to handle practical details. Experience with office operations, vendors, events or comparable responsibilities. A highly polished, professional manner, with clear, courteous correspondence and confidence interacting with senior stakeholders. Exceptional attention to detail, discretion and reliability across sensitive business and personal information. Strong proficiency with scheduling and productivity tools, and an interest in improving how work gets done. Based in the NYC area, or willing to relocate before starting, and able to work in our office at least three days per week with overlap with the CEO. Flexibility for additional onsite coverage and occasional time-sensitive support around travel and events. Startup experience is helpful. We also welcome candidates from other demanding environments who can demonstrate strong judgment, ownership and adaptability. What you’ll get: Competitive salary (based on experience level). Significant equity options package. 401(k) plan with employer contribution (regardless of employee contribution) Excellent benefits: 100% covered medical, 100% covered vision and dental for individuals and families, and others Work with an ambitious, smart, global, and fun team to transform a $7T global industry. 20 days of PTO a year Global team offsites (2021 - Playa del Carmen, 2022 - Rome, 2023 - Buenos Aires, 2024 - Lisbon, 2025 - Cartagena) Healthy living/gym stipend. Mobile phone bill stipend. Continuing education credits. Paid parental leave. *The salary range listed is an estimate and will vary based on a variety of factors. Final compensation will be determined during the offer stage based on relevant experience, performance during the interview process, and geographic location, and may therefore differ from the posted range. #J-18808-Ljbffr