Executive Assistant

Insightful

Executive Assistant supporting CEO of Insightful. Managing logistics, calendar, and communication between NYC and Belgrade office.

Posted 4/27/2026full-timeNew York City • New York • 🇺🇸 United StatesMid-LevelSenior💰 $80,000 - $110,000 per yearWebsite

About the role

Key responsibilities & impact

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.
Book all travel, including flights, hotels, and ground transport, for NYC–Belgrade trips and other domestic/international travel. Build detailed itineraries.
Screen and prioritize email, Slack, and other inbound communications. Draft responses where appropriate. Flag urgent items and filter noise.
Prepare agendas, pre-reads, and briefing docs. Take notes and track action items for key meetings. Follow up on outstanding items.
Handle expense reports, invoices, subscriptions, and vendor coordination. Manage office logistics in NYC.
Coordinate dinners, off-sites, board meetings, and investor meetings. Maintain a contact/relationship database for key stakeholders.
Occasional personal errands that directly impact the CEO's time, like appointments, reservations, etc.

Requirements

What you’ll need

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)

Benefits

Comp & perks

🌐 Worldwide ❌ Jobs You've Hidden ⭐️ Saved Jobs ✅ Applied Jobs ✉️ Email Alerts 👤 Account Insightful Website LinkedIn All Job Openings 51 - 200 employees ☁️ SaaS ⚡ Productivity SaaS
Productivity Insightful is a productivity software company that enables teams to optimize their workflows and increase efficiency. The company offers a range of features including employee monitoring, time and attendance tracking, and productivity insights powered by AI. By analyzing activities in real time, Insightful helps organizations streamline operations, prevent employee burnout, and foster an accountable and efficient work environment. With tools designed for remote, hybrid, and in-office setups, Insightful provides valuable data insights that increase team productivity and support flexible work arrangements. The software integrates seamlessly with over 50 technology tools, and aims to support sustainable productivity through detailed analytics and reports. Executive Assistant 🔥 31 minutes ago 🏢🏡 New York City – Hybrid 💵 $80k - $110k / year ⏰ Full Time 🟡 Mid-level 🟠 Senior 👨‍💼 Executive Assistant Apply Now Find Hiring Managers Customize resume for this job Report problem ☆ Save ☑️ Mark as applied ❌ Hide 📋 Description
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.
Book all travel, including flights, hotels, and ground transport, for NYC–Belgrade trips and other domestic/international travel. Build detailed itineraries.
Screen and prioritize email, Slack, and other inbound communications. Draft responses where appropriate. Flag urgent items and filter noise.
Prepare agendas, pre-reads, and briefing docs. Take notes and track action items for key meetings. Follow up on outstanding items.
Handle expense reports, invoices, subscriptions, and vendor coordination. Manage office logistics in NYC.
Coordinate dinners, off-sites, board meetings, and investor meetings. Maintain a contact/relationship database for key stakeholders.
Occasional personal errands that directly impact the CEO's time, like appointments, reservations, etc. 🎯 Requirements
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
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ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

calendar managementtravel bookingexpense reportingvendor coordinationmeeting preparationnote-takingaction item trackingemail screeningmulti-timezone schedulingdrafting responses

Soft Skills

prioritizationcommunicationorganizational skillsrelationship managementproblem-solvingadaptabilityattention to detailtime managementconflict resolutiondiscretion

Certifications

notary public certification