Executive Assistant

About Us

Insightful is a leading platform focused on employee productivity and workforce analytics. We leverage extensive data to provide actionable insights that empower managers and employees to achieve peak performance. Our mission is to help the world's most productive companies enhance employee efficiency, optimize business processes, and foster an environment where every employee has the autonomy and transparency to work effectively.

Job Description

We are seeking a full-time, in-person Executive Assistant to be based in New York City. This role will provide comprehensive support to the founder/CEO, who divides their time between NYC and periodic travel to our Belgrade office. The Executive Assistant will be responsible for managing the CEO's schedule, coordinating logistics, and overseeing information flow, with the primary objective of freeing up 10-15 hours of executive capacity per week.

Responsibilities

• Manage the CEO's calendar comprehensively, including scheduling, rescheduling, protecting time blocks, resolving conflicts, and prioritizing meeting requests. Ensure all necessary preparation materials are available before each meeting.
• Coordinate all aspects of travel, including booking flights, accommodations, and ground transportation for trips between NYC and Belgrade, as well as other domestic and international travel. Develop detailed itineraries for all travel.
• Triage and manage incoming communications across email, Slack, and other channels. Draft responses as needed, identify urgent matters, and filter out non-essential information.
• Provide support for meetings by preparing agendas, pre-read materials, and briefing documents. Take meeting minutes and track action items, ensuring follow-up on outstanding tasks.
• Handle administrative tasks such as processing expense reports, managing invoices and subscriptions, and coordinating with vendors. Oversee office logistics within the NYC location.
• Organize and coordinate events, including dinners, off-site meetings, board meetings, and investor gatherings. Maintain an up-to-date database of key stakeholders and contacts.
• Assist with occasional personal logistics and errands that directly impact the CEO's availability, such as scheduling appointments or making reservations.

What this role is NOT

• This position does not involve strategic project ownership or cross-functional leadership, distinguishing it from a Chief of Staff role.
• It does not include responsibility for the broader team's workspace or operational management, differentiating it from an office manager role.

Candidate Profile

The ideal candidate will possess a strong background in supporting C-level executives or founders, preferably within a tech company or a rapidly growing startup environment. Experience in managing international travel arrangements and complex multi-timezone scheduling is essential. Proficiency in Google Workspace (Calendar, Gmail, Docs) and Slack is required. Candidates must be available to work in person daily in NYC.

Preferred Qualifications

• Previous experience supporting a founder/CEO, demonstrating an understanding of high-pace and ambiguous work environments.
• Familiarity with SaaS or B2B technology sectors.
• Proven ability to coordinate effectively across US and European time zones.
• Comfort with collaboration tools such as Slack, Notion, HubSpot, or other project management platforms.
• Prior experience with the logistical aspects of investor relations, including board decks, data rooms, and meeting scheduling.

Additional Considerations

• Experience in a company with a hybrid, distributed, or remote-first operational model is advantageous.
• Possession of a Notary Public certification is considered a valuable asset for this role.