Executive Assistant

Umba Group; New York (NY); Hybrid; USD 34,000 - 83,000; Part time

Job summary

Umba is seeking an experienced Executive Assistant to support our CEO on a part-time contract basis. This hands-on role keeps a demanding schedule coherent and ensures nothing falls through.

Based in NYC, you will manage calendars, emails, and meeting logistics across US and international time zones, and help prepare board materials, expenses, and lightweight processes. Hybrid work with in-person Brooklyn/Manhattan time.

Qualifications

• 3+ years supporting a founder, executive, or senior leader.
• Excellent written English and sound judgment about tone.
• Genuinely organised: you track commitments without being reminded and close loops before being asked.
• Comfortable with ambiguity and shifting priorities in an early-stage environment.
• Discreet, with experience handling confidential business information.
• Fluent with Google Workspace, Slack, and Notion.
• Based in New York City with availability to meet in person in Brooklyn or Manhattan.
• Nice to have: exposure to fintech, financial services, or venture-backed startups.

Responsibilities

• Own the CEO’s calendar: scheduling, rescheduling, protecting focus time, and structuring the week so meetings are batched rather than scattered
• Manage inbound email — triage, flag what needs attention, draft replies, and follow up on open threads
• Coordinate meetings with investors, partners, and the executive team across US, Irish, and East African time zones
• Support board and investor operations: scheduling, assembling quarterly update materials, and chasing inputs to deadline
• Process expenses, invoices, and vendor and subscription renewals
• Run research and prep work ahead of meetings: briefing notes, background on companies and people, agendas
• Build lightweight systems and documentation as you go, so the role gets more efficient over time

Skills

Calendar management

Email triage

Executive support

Time zone coordination

Discretion

Tools

Google Workspace

Slack

Notion

Job description

Executive Assistant (Contract, Part-Time)

Umba is a fintech group building banking infrastructure for emerging markets.

We're looking for an experienced Executive Assistant to support our CEO on a part-time contract basis. This is a hands-on role with real ownership - you'll be the person keeping a demanding schedule coherent and making sure nothing falls through.

What you’ll do

• Own the CEO’s calendar: scheduling, rescheduling, protecting focus time, and structuring the week so meetings are batched rather than scattered
• Manage inbound email — triage, flag what needs attention, draft replies, and follow up on open threads
• Coordinate meetings with investors, partners, and the executive team across US, Irish, and East African time zones
• Support board and investor operations: scheduling, assembling quarterly update materials, and chasing inputs to deadline
• Process expenses, invoices, and vendor and subscription renewals
• Run research and prep work ahead of meetings: briefing notes, background on companies and people, agendas
• Build lightweight systems and documentation as you go, so the role gets more efficient over time

What we’re looking for

• 3+ years supporting a founder, executive, or senior leader
• Excellent written English and sound judgment about tone — you’ll be corresponding on the CEO’s behalf
• Genuinely organised: you track commitments without being reminded and close loops before being asked
• Comfortable with ambiguity and shifting priorities in an early-stage environment
• Discreet, with experience handling confidential business information
• Fluent with Google Workspace, Slack, and Notion
• Based in New York City with availability to meet in person in Brooklyn or Manhattan
• Nice to have: exposure to fintech, financial services, or venture-backed startups

Details

• Contract, initially 3 months with the option to extend
• Hybrid: mostly remote, with regular in-person time in Brooklyn
• Start date: as soon as possible