Senior Executive Assistant / Chief of Staff

About the company

 

We are Insight Matters!

 

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

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

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 14 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.

About the role

How we define your success:

• 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.
• 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 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:

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

About you

To succeed in this role, you most likely have:

• A minimum of 2 years of experience as Chief of Staff or 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 and Make.
• 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 (30/3 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 using project management tools – preferably ClickUp
• IT skills including good knowledge of Google Workspace and password manager tools
• Knowledge of Quickbooks 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 1300-1700* 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 8am-5pm 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.

How to apply?

1. Fill in 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 make our working relation a win-win

We’re looking forward to hearing from you!