Executive Assistant

Instrumentl • Oakland, CA

13d • Hybrid

About The Position

Instrumentl is a profitable, hypergrowth, YC-backed SaaS platform building the operating system for grant-funded organizations. More than 5,500 nonprofits use Instrumentl to discover, track, and win grant funding. This role will be the Executive Assistant to Instrumentl's two co-founders, owning their calendars and the day-to-day that keeps them focused, while keeping our Oakland office running on in-office days. As trust is built, the role expands into supporting more of the leadership team. This is a full-time role.

Requirements

• 3+ years as an Executive Assistant supporting senior leaders or founders.
• Excellent at managing complex, shifting calendars across multiple people and time zones.
• Strong follow-through and ownership: what you're handed gets done without reminders.
• Bay Area based and able to be in the Oakland office three days a week.

Nice To Haves

• Experience as an office coordinator or office manager.
• Comfortable across Google Workspace and Slack.
• Experience supporting more than one executive at once.

Responsibilities

• Own the co-founders' calendars, resolving conflicts and protecting focus time without sending decisions back up.
• Coordinate complex scheduling across the leadership team and external parties, always holding a week-plus view.
• Manage silent holds, reprioritize on the fly, and keep both calendars accurate and current.
• Partner with recruiting to schedule candidate interviews quickly and cleanly.
• Run day-to-day office operations on in-office days: lunches, supplies, packages, and marketing materials.
• Own vendor coordination and keep the office stocked so the team never has to think about it.
• Support on-site logistics for meetings and visitors.
• Own follow-through on what the co-founders hand off so nothing slips.
• Prep materials, manage travel and expenses, and run ad hoc projects end to end.
• Grow into broader support across the leadership team as the role expands.

Benefits

• 100% covered health, dental, and vision insurance for employees (50% for dependents)
• Generous PTO, including parental leave
• 401(k)
• Company laptop and home-office stipend
• Bi-annual company retreats

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed