Executive Assistant – CEO
Instrument
full-time
Posted on:
Location Type: Hybrid
Location: Portland • Oregon • 🇺🇸 United States
Visit company websiteSalary
💰 $85,000 - $120,000 per year
Job Level
Mid-LevelSenior
About the role
- 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
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 intelligence - can navigate 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
Benefits
- Flexible, Hybrid Work Environment
- Great Compensation with Annual Reviews (Learn more about our Pay Philosophy)
- 401(k) Matching with Immediate Vesting
- Robust Medical, Vision, and Accident Insurance
- Generous Paid Holidays and unlimited PTO
- Sabbaticals
- Monthly Wellbeing Stipend
- Career Management and Leadership Training
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Soft skills
emotional intelligenceself-directed excellenceexceptional communicationability to say noanticipation of needsorganizational dynamics navigation