Senior Executive Assistant [CLOSED]

Click here to watch a video by Rob, the CEO of Insight Matters: Senior Executive Assistant Intro Video

About the role:

We are looking for a proactive, all-round Senior Executive Assistant to join our team on a full-time basis.

This is a high-ranking administrative professional role that supports the executives and leadership teams. As the Senior Executive Assistant you will be working closely with the executive team and handling principal duties that allow leaders and the senior team to focus on decision-making.

In a nutshell, the jack-of-all-trades who takes all sorts of tasks off the plates of the owners.

Who you’ll be working with:

We are Insight Matters.

We provide our clients with financial insights that they use to grow faster, better, and healthier businesses. Based on our input, they make life changing decisions about hiring, investing, and improving their strategic plans.

Our clients use our services to answer critical business questions: like, "Can they invest in hiring a new person? Are they getting the right return on marketing? Where are they leaving money on the table? Which products or services are most profitable?”

We are a full-service financial support service, working mainly with e-commerce and service companies - delivering the full finance function, from accounting to fractional CFO services, and from management reporting and analysis to internal control.

Our team is fully remote and currently spread out over various countries in Europe, Asia, and South America, while our clients are mainly in the US, Europe, and Asia. We are a team of 18 and are growing rapidly.

Our #1 priority is delivering quality to our clients – we are their trusted partner for big decisions, so quality is non-negotiable.

We place a strong emphasis on asking questions, learning from one another, and learning from our mistakes in our open, informal, equal, and trust-based team environment.

You’ll be working mostly with Rob and Maj, our management team, on the one hand, and supporting the team on the other.

How we define your success:

• You will be the bridge between the executives and the rest of the team - the eyes and ears, the first point of contact, and the gatekeeper all rolled into one.
• You will be responsible for planning and managing administrative activities for the management team. Success in this role requires strong leadership, communication, organizational, and decision-making skills.
• Aiding in and ultimately ensuring the timely completion of projects (marketing and internal projects, new service development, etc.)
• You will be in charge of assisting the executives with their daily activities, meetings, and emails throughout the day.
• The founder is on top of deadlines, emails and other communications – You are the right hand that makes sure that he stays on track.
• The founder has time to focus - by strategically planning the agenda, taking over communication and taking care of all the small things that eat his time (business and personal).
• You will serve as a confidant and advisor to the executives, as well as a sounding board for ideas.
• You have a list of problems you prevented rather than a list of problems you solved; looking forward and preventing problems big and small is absolutely critical

Typical things on your plate:

• Take ownership over administrative tasks
• Make/send invoices & remind clients about outstanding invoices
• Support marketing & sales activities
• Prepare contracts and proposals
• Manage, prioritize and answer the emails
• Take action points from meetings and delegate to the team
• Monitor various online communities & identify opportunities for us to be helpful & visible
• Execute research on clients and potential partners
• Convert notes/sketches into PPT slides
• Prepare meetings for the founder
• Prepare & book travel (business trips)
• Anything that comes up that would distract the founder
  
  

To succeed in this role, you most likely have:

• A minimum of 2 years of experience as top-level Executive Assistant in a fully remote environment
• Experience in emptying out the plate of tasks founders/CEO’s
• Super strong English communication skills, both spoken and written
• Dare to ask questions
• Discretion – we work with highly sensitive information
• Superhuman organization skills, attention to detail & problem-solving skills
• Business acumen – you understand the agenda of the management team and know what to prioritize
• Ability to learn new software tools and systems quickly, including workflow automation tools like Zapier.
• Flexibility & adaptability
• Proactive approach – don’t wait for someone to give you a task, but ask, ‘what can I take off your plate?’
• Stable and reliable internet connection is required (50/10 Mbit minimum)
• Working hours that overlap with CET

Brownie points for:

• Bachelor's degree in business administration or in a related industry like economics or finance
• Experience in working with a professional services firm
• Experience using project management tools – preferably ClickUp
• Experience in online marketing
• Knowledge of Quickbooks Online and/or Xero

What's in it for you:

• A key role in a young and dynamic team that is changing the future of our clients
• Working closely with 2 complementary founders
• Working with in an open, supportive and positive team culture
• A setting where initiative is appreciated and rewarded

Benefits

• Competitive salary of 1600-2000* USD per month, depending on your experience
• Full-time and fully remote working environment
• 25 days paid holiday per year
• Performance-related bonus scheme/profit share in the future
• Monthly contribution to your home office costs
• Flexible working hours – you set your own work rhythm, with the only requirement that at least 50% of your standard work hours fall between 8 a.m. - 5 p.m. CET

*Please note that this is a gross salary and that you are responsible for any tax-related procedures in your country of residence. We kindly ask you to apply only if you are happy to work remotely as an independent contractor.

Application process

1. Filling out the application form once you click “Apply”
2. You’ll get a request to send us a video of up to 3 minutes (but not longer) to briefly introduce yourself and tell us a little about you and why you think you’re the right person for our role
3. Initial brief interview
4. Test project - A chance to see if our working styles match
5. In depth Skills interview – We’ll focus on the skills and experience you bring to the table
6. In depth Culture-fit interview – We’ll focus on your style, our style, and our company culture. This fit is crucial to making our working relationship a win-win

We’re looking forward to hearing from you!