Executive Assistant & Office Manager

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 tr...

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 c...

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.

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. 
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.