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Role Overview
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!
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