We are looking for a highly strategic and execution-driven Executive Assistant to the CEO who will create meaningful execution leverage by eliminating operational noise, structuring and prioritizing initiatives, and ensuring continuity across strategic, operational, and external-facing workflows.
In this role, you will serve as a force multiplier for the CEO — enabling focus on high-leverage decisions, key relationships, and long-term strategy by proactively managing competing priorities, driving alignment, and maintaining momentum across critical initiatives.
More information about us — [meet INSART]
Role Responsibilities * Protect CEO Time & Focus * Ensure the CEO’s calendar reflects true priorities, including strategy, key relationships, and decision-making * Prevent critical conflicts, missed meetings, and context loss * Minimize the CEO’s time spent on coordination, follow-ups, and logistics * Prepare meetings with clear agendas, materials, and defined outcomes * Ensure Execution Continuity Across Priorities * Prevent tasks and initiatives from stalling in chat or email * Ensure every initiative has a clear next step, owner, and deadline * Maintain consistent follow-ups, even as priorities shift * Document meeting notes and action items and ensure timely follow-through * Provide High-Quality Information & Decision Support * Deliver structured, concise, decision-ready inputs to the CEO * Conduct research and prepare briefs that are relevant, filtered, and aligned with business context * Present clear summaries instead of raw data * Frame recommendations with options, trade-offs, and implications to support faster, higher-confidence decisions * Maintain Operational Reliability & Trust * Handle sensitive information with full discretion and professionalism * Execute financial, administrative, and personal tasks accurately and reliably * Ensure flawless follow-through so the CEO can delegate without micromanagement * Support Strategic Initiatives with Structure & Discipline * Enable CEO-led initiatives (e.g., fundraising, partnerships, conferences, programs) * Enforce structure, readiness gates, and execution cadence — not just activity * Track initiatives through structured pipelines rather than ad-hoc communication * Define and monitor clear success criteria focused on outcomes, not just activity * Document lessons learned and apply improvements to future initiatives
Role Requirements * Execution Ownership & Accountability * Takes responsibility for outcomes, not just tasks * Closes loops without reminders * Understands “done” vs “busy” * Prioritization & Judgment * Distinguishes urgent vs important * Knows when to push back, clarify, or re-sequence work * Can ask “why” and “what is the expected result?” * Structured Thinking & Information Design * Transforms raw input into clear structure * Writes concise notes, briefs, and summaries * Can organize complex topics into actionable formats * Communication Clarity & Precision * Communicates clearly in writing and verbally (English & Ukrainian) * Produces professional emails, follow-ups, and briefs * Adapts tone to stakeholders (CEO, investors, partners, team) * Proactive Problem Anticipation * Thinks ahead, not only reacts * Flags risks, conflicts, and gaps early * Brings options, not just problems * Systems & Process Discipline * Uses tools (Calendar, Docs, CRM, task managers) as systems * Maintains pipelines, trackers, and logs Ensures repeatability instead of one-off heroics * Learning Velocity & Reflectiveness * Absorbs feedback without defensiveness * Produces lessons learned and improves execution * Grows in business, fintech, and strategy understanding * Trustworthiness & Confidentiality * Handles sensitive business and personal matters responsibly * Demonstrates integrity, discretion, and reliability * Multicontext Switching Without Quality Loss * Can operate across admin, strategy support, research, and coordination * Maintains quality under changing priorities * CEO-Level Empathy & Alignment * Understands how the CEO thinks and decides * Acts as an extension of the CEO, not just support staff * Optimizes for CEO effectiveness, not personal comfort
Daily schedule
This position requires availability between 3:00 PM and 8:00 PM CET.
Interview Process * Intro Call with Recruiter (45 minutes) * Interview with the CEO (60 minutes) * Test Task * Hiring Call with CEO (30 minutes)
What sets us apart? Here are just a few reasons why this position is a standout opportunity:
Opportunity for Growth: As part of our dynamic and fast-growing team, you’ll have the chance to make a real impact and grow your career in exciting new directions.
Remote Mode: You can have a fully comfortable mode, just stick to deadlines and attend team meetings.
️ Flexible Schedule: Our cooperation will not have an impact on the work-life balance — this is the most important thing for us. In INSART we are committed to making cooperation enjoyable and comfortable first.
Innovation: We’re constantly pushing the boundaries of what’s possible, so you’ll have the chance to join cutting-edge projects and technologies.
Diversity and Inclusion: We believe that diversity and inclusion are essential to building a strong and successful team. We welcome people of all backgrounds and experiences to join us.
Collaborative Environment: You’ll stay closely with our talented developers to ensure that our products and features are thoroughly tested and of the highest quality.
Free Learning: We believe in continuous learning and development, so we provide free access to a variety of online learning resources to help you stay up-to-date with the latest technologies and industry trends.
Join us!
Our Youtube channel: youtu.be/4sTbBCsAFRQ
Our Linkedin: www.linkedin.com/company/insart
Looking forward to having a mutually interesting conversation with you!
