Executive Assistant, Founders’ Office

Instalily.Ai•New York City, NY

17h

About The Position

InstaLILY is hiring one or two Executive Assistants for its Founders’ Office to support the senior leadership team. Executive assignments will be determined by business needs and individual strengths, and the role may involve supporting multiple senior leaders. The Executive Assistant will manage priorities, calendars, preparation, travel, communication, and follow-through so leaders can focus their time, make informed decisions, and keep important commitments moving. The role calls for exceptional organization, sound judgment, anticipation of needs, clear communication, and the ability to make decisions within defined guardrails while knowing when to escalate. The person in this role will coordinate across teams and stakeholders, help execute leadership and customer engagements, and improve recurring processes using modern software, automation, and approved AI tools. InstaLILY is an AI products and infrastructure company founded in 2023. It is headquartered in New York, with offices in San Francisco, London, and Toronto, and serves companies in operationally intensive industries. The company describes its work principles as Customers, Culture, and Code.

Requirements

3–5 years of relevant professional experience, including directly supporting a senior executive, founder, partner, or similarly demanding leader.
Excellent judgment and the ability to distinguish important matters from noise.
A proactive approach to anticipating needs and solving problems without waiting for instructions.
Experience balancing competing priorities across multiple stakeholders and clearly communicating tradeoffs.
Concise, precise, polished written communication suitable for representing a senior executive.
Consistent reliability and ownership.
Exceptional discretion when handling sensitive information.
Composure when plans change, priorities collide, or circumstances shift.
A warm, direct communication style and the confidence to professionally say “no,” “not now,” or offer a better option.
Strong fluency with Google Workspace and modern productivity tools, and eagerness to use automation and AI responsibly.
Curiosity about the business and a desire to understand why tasks matter, not only when they are due.

Nice To Haves

Experience in a startup, high-growth technology company, professional-services firm, investment firm, or other demanding environment.
A bachelor’s degree.

Responsibilities

Manage complex executive calendars end-to-end, making deliberate tradeoffs so leaders’ time reflects the company’s highest priorities.
Coordinate domestic and international travel, itineraries, expenses, and changing logistics.
Prepare executives for customer, partner, and leadership interactions by arranging context, agendas, documents, and stakeholders.
Track meeting commitments, decisions, owners, and deadlines, and ensure important follow-up is completed.
Triage incoming requests and communications, draft executive-ready messages, and bring issues to the appropriate leader at the appropriate time.
Coordinate across Growth, Sales, Finance, People, Engineering, and the broader leadership team to resolve conflicts and keep work moving.
Help execute leadership meetings, customer engagements, offsites, events, and other high-priority initiatives.
Identify recurring friction and improve systems using modern software, automation, and approved AI tools thoughtfully.