Executive Assistant, Founders’ Office

INSTALILY.AI•New York, NY

1d•$90,000 - $100,000

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 support multiple senior leaders. The Executive Assistant owns the details that help executives work effectively, including priorities, calendars, preparation, travel, communications, and follow-through. The role helps leaders focus their time, make informed decisions, and keep important commitments moving. The successful candidate is extraordinarily organized, exercises excellent judgment, anticipates needs, notices details others miss, and communicates clearly with people at all levels. They make decisions within clear guardrails, know when to escalate, and take pride in making others more effective. The role also identifies recurring friction and improves systems using modern software, automation, and approved AI tools thoughtfully. InstaLILY is an AI products and infrastructure company founded in 2023 and headquartered in New York, with offices in San Francisco, London, and Toronto. It serves companies in operationally intensive industries and has raised nearly $100 million. The company describes its working 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.
Proactive approach, anticipating needs and solving problems without waiting for instructions.
Experience balancing competing priorities across multiple stakeholders and communicating tradeoffs clearly.
Concise, precise, polished written communication suitable for representing a senior executive.
Consistent reliability and ownership of responsibilities.
Exceptional discretion when handling sensitive information.
Composure when plans change, priorities collide, or circumstances shift.
Warm, direct communication style and confidence to professionally say “no,” “not now,” or propose 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 desire to understand why something matters, not just when it needs to happen.

Nice To Haves

Experience in a startup, high-growth technology company, professional-services firm, investment firm, or other demanding environment is strongly preferred.
A bachelor’s degree is welcome but not required.

Responsibilities

Manage complex executive calendars end-to-end, making deliberate tradeoffs so executives’ time reflects company priorities.
Coordinate domestic and international travel, itineraries, expenses, and changing logistics.
Prepare executives for customer, partner, and leadership interactions by coordinating 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 build better systems using modern software, automation, and approved AI tools thoughtfully.