Executive Assistant

About the company

Insightful is a leading employee productivity and workforce analytics platform. Its product turns large volumes of activity data into practical insights that help teams improve performance, streamline operations, and give employees more transparency and autonomy in how they work.

Role overview

We are hiring a full-time Executive Assistant in New York City to support the founder and CEO. The CEO is mainly based in NYC, with occasional travel to the Belgrade office. This position is responsible for managing the CEO’s time, travel, and information flow, with the objective of saving 10–15 hours each week in executive capacity.

Key responsibilities

• Take full ownership of the CEO’s calendar, including scheduling, rescheduling, safeguarding focus time, resolving conflicts, and ensuring meeting prep is ready in advance.
• Arrange all travel needs such as flights, hotels, and local transport for trips between NYC and Belgrade as well as other domestic or international travel, while creating detailed itineraries.
• Sort and prioritize incoming communication across email, Slack, and other channels, draft replies when needed, and surface urgent items while reducing unnecessary noise.
• Support meetings by preparing agendas, pre-reading materials, and briefing notes, then capturing notes, tracking action items, and following up on open tasks.
• Manage expenses, invoices, subscriptions, and vendor coordination, and assist with office logistics in New York City.
• Plan and coordinate dinners, off-sites, board meetings, and investor meetings, while maintaining a contact and relationship database for important stakeholders.
• Handle occasional personal errands that directly affect the CEO’s time, such as appointments and reservations.

Important clarification

• This is not a Chief of Staff position and does not include strategic project ownership or cross-functional leadership.
• This is not an office manager role and does not cover responsibility for the wider team’s workspace or operations.

Candidate profile

The right person will bring at least 3 years of experience supporting a founder or C-level executive, preferably within a tech company or fast-growing startup. The role also calls for hands-on experience with international travel and scheduling across multiple time zones, along with strong comfort using Google Workspace and Slack. Daily in-person availability in New York City is required.

Preferred background

Extra value will be given to candidates who have supported a founder or CEO in a high-pace, ambiguous environment, worked in SaaS or B2B technology, coordinated across U.S. and European time zones, and used tools such as Slack, Notion, HubSpot, or other project management systems. Experience with investor relations logistics, including board decks, data rooms, and meeting coordination, is also a plus.

Bonus qualification

A notary public certification is considered a bonus and may be especially helpful in this role.