Executive Assistant & Office Manager

About the role:

Base Salary: $140,000–$170,00

Location: New York, NY - Hybrid: at least three days per week in our NYC office

Reports to: CEO & Co-Founder

Kalepa is hiring an Executive Assistant & Office Manager to support our CEO & Co-Founder and keep our NYC workplace running smoothly. You will own the details that protect the CEO's time: managing a changing calendar, coordinating travel, anticipating needs and resolving issues independently.

Your primary executive support responsibility is to the CEO & Co-Founder, with occasional support for other team members as needed. The role includes both business and personal support. A personal issue can consume the same time and attention as a business issue, and you will bring the same judgment, discretion and follow-through to resolving both.

You will also own day-to-day NYC office operations and partner with Operations and Marketing on events. You should take pride in providing highly polished, professional support and enjoy making a demanding schedule and busy workplace run well.

Key Responsibilities:

• 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.

About you:

• 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. 

What you’ll get:

• 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.