Executive Assistant to CEO

Instrument•Portland, OR

23h•$85,000 - $120,000•Hybrid

About The Position

Instrument is a digitally native design and technology company built to help brands unlock their full potential. Since 2005, our 300+ team of makers, thinkers, and storytellers has partnered with leading brands like Google, Nike, Uber, ŌURA, and Eventbrite to craft digital experiences that create impact and drive results. We’re a hands-on, highly collaborative team of multi-hyphenates who move fast from idea to execution. With offices in Portland and NYC and a distributed team across the U.S. and Europe, we scale for big moments and stay nimble for the quick ones—always building teams around the unique needs of each project. We’re a place for people who never stop learning—those excited to stretch their craft, experiment with new tools, and grow through collaboration. We believe great work comes from a mix of perspectives—people with different paths, passions, and lived experiences. We’re proud to be an equal opportunity workplace, supporting diversity and providing reasonable accommodations so everyone can do their best work. We believe great work comes from a mix of perspectives—people with different paths, passions, and lived experiences. Come join us and help shape what’s next. We’re looking for an exceptional Executive Assistant to partner directly with our CEO during a pivotal period of growth and change. This is not a traditional administrative role. You’ll act as a strategic extension of the CEO—owning systems, protecting priorities, and bringing clarity to a fast-moving, high-stakes environment. You’ll thrive here if you understand agency life, anticipate needs before they surface, and are confident navigating senior stakeholders with discretion, judgment, and backbone. Please Note: We'll start reviewing applications the week of 1/5/2026

Requirements

5+ years supporting C-suite executives in agencies or similar fast-paced environments ($50M+ revenue)
Agency experience required - must understand the rhythm of pitches, client account management, and creative personalities
Proven ability to say no - to senior stakeholders, parent company executives, and even well-meaning colleagues
Self-directed excellence - able to anticipate needs and act without constant direction
High emotional intelligent - can navigates complex personalities and organizational dynamics with ease
Technology fluency- advanced proficiency in Google Workspace and comfort with project management and financial tools
Exceptional communication: can write and communicate clearly in the CEO’s voice

Responsibilities

Own and manage the CEO’s complex, multi–time zone calendar across clients, internal leadership, and parent company stakeholders
Coordinate all travel and logistics, including last-minute changes tied to client or business needs
Act as the first line of triage for email, meeting requests, and communications—determining what requires CEO attention versus delegation
Prepare teams ahead of meetings to ensure time is purposeful and decisions are actionable
Attend meetings as needed, track action items, and follow through to completion
Serve as an extension of the CEO by developing deep context around priorities, decision-making style, and communication preferences
Drive CEO-led initiatives forward through light project management and coordination
Research, synthesize, and prepare executive-level summaries on industry trends, competitive insights, or internal initiatives
Coordinate Executive Team meetings and communications across Instrument and the broader network
Support annual planning, budgeting, and strategic sessions in partnership with leadership
Coordinate logistics for leadership offsites, town halls, executive gatherings, and client dinners
Process and reconcile CEO expenses and support departmental budget tracking
Model Instrument’s values while maintaining appropriate professional boundaries