Executive Assistant & Office Manager

About Kalepa:

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 traces, and automate what can be automated successfully over time.

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 correctness, trust, and real-world impact count, Kalepa is just getting started.

Kalepa is backed by leading investors such as IA Ventures and Inspired Capital, and our team brings experience from Facebook, Palantir, Google, Amazon, McKinsey, Mastercard, and Uber.

Our Values (This is important):

Many organizations have a dusty list of corporate values that no one ever follows. Kalepa is not one of those companies. Our values are designed to unlock the potential of our employees.

Success at Kalepa is bred from five core principles:

• Hustle and Determination - We hire people who take full ownership of their craft and relentlessly pursue excellence with speed and determination. We choose the hard problems and do not give up. This is the foundation of how we work and how we win.
• Deliver Customer Impact - We’re obsessed with customer impact. Every feature, every line of code, every decision is measured against one question: does this help insurers make better decisions? If it doesn’t drive speed, accuracy, or profitability for our customers, we don’t build it.
• Meritocracy - We’re building something exceptional, and that requires exceptional people and ideas. We have a high bar but we reward excellence with rapid growth. If you’re the best at what you do, you’ll thrive here.
• Transparency - We value honest, transparent communication over politics. We challenge ideas, not people. We say what needs to be said, even when it’s hard. This is how we solve problems fast and find the truth.
• Experiment Relentlessly - Many of the problems we face have never been solved before. We tackle them by testing quickly, measuring rigorously, and iterating until we find the path forward. Speed of learning is our advantage.

In addition to our NY office, we have remote employees speaking 10+ languages across the globe. But we invest in bringing our people together both for regional meetups and global offsites (2021 - Playa Del Carmen 2022 - Rome 2023 - Buenos Aires 2024 - Lisbon 2025 - Cartagena).

Kalepa’s culture isn’t for everyone, and that’s ok. But for the people who are a fit, they can’t imagine working elsewhere.

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 itine…