Executive Assistant

Instrumentl

Executive Assistant to co-founders of Instrumentl, a SaaS platform for grant-funded organizations. Managing calendars, office operations, and supporting leadership team logistics.

Posted 6/12/2026full-timeOakland • California • 🇺🇸 United StatesMid-LevelSenior💰 $108,000 - $120,000 per yearWebsite

About the role

Key responsibilities & impact

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 your 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.

Requirements

What you’ll need

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.
Experience as an office coordinator or office manager (nice to have).
Comfortable across Google Workspace and Slack (nice to have).
Experience supporting more than one executive at once (nice to have).

Benefits

Comp & perks

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

ATS Keywords

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Applicant Tracking System Keywords

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Soft Skills

calendar managementschedulingfollow-throughownershiporganizational skillstime managementlogistics coordinationproject managementcommunicationproblem-solving