Executive Assistant

Executive Assistant

San Francisco, CA

At Instabase, we're passionate about democratizing access to cutting-edge AI innovation to enable any organization to solve previously unsolvable unstructured data problems in their industry. With customers representing some of the largest and most complex organizations in the world, and investors like Greylock, Andreessen Horowitz, and Index Ventures, our market opportunity is near infinite.

Instabase offers a consumption-based pricing model where customers can pay only for what they use, aligning directly with the value our products deliver. It empowers our clients to explore our AI Hub platform features extensively, enabling them to uncover crucial business insights. This customer-centric model allows Instabase to glean insights from diverse use cases and behaviors, ensuring we deliver top-tier solutions that provide unmatched advantages for everyday business operations.

With offices in San Francisco and Bengaluru, Instabase is a truly global company. We are people-first, and we've built a fearlessly experimental, endlessly curious, customer obsessed team who work together and help organizations around the world turn their unstructured data into insights instantly.

The Role

SuperApp is looking for an exceptional Executive Assistant to the CEO to help our CEO and leadership team operate with focus, speed, and precision.

This is a high-trust, high-impact position for someone who combines outstanding judgment with operational rigor. You will manage a complex executive calendar, coordinate critical meetings and travel, prepare the CEO for important decisions, and ensure priorities move forward without losing context or momentum.

The ideal candidate anticipates needs, communicates clearly, handles sensitive information with discretion, and remains composed as priorities evolve. You should be equally comfortable managing the details of a demanding schedule and understanding the broader business context behind them.

What You'll Do

Executive support

• Own and strategically manage the CEO's calendar, protecting time for the company's highest-priority work.
• Coordinate internal and external meetings across employees, customers, partners, investors, candidates, and other stakeholders.
• Anticipate scheduling conflicts, resolve them proactively, and ensure the CEO is prepared for every engagement.
• Manage domestic and international travel, including detailed itineraries, accommodations, transportation, and last-minute changes.
• Prepare and process expenses, invoices, approvals, and related administrative work accurately and promptly.
• Handle confidential company, personnel, customer, and financial information with exceptional discretion.

Meeting and communication management

• Develop meeting agendas, briefing materials, background notes, and follow-up documents.
• Ensure the CEO has the necessary context, objectives, and materials before important meetings.
• Capture decisions, commitments, owners, and deadlines, then follow through to ensure action items are completed.
• Draft and edit correspondence, internal announcements, presentations, and other executive communications.
• Serve as a thoughtful and professional point of contact for people engaging with the CEO.
• Triage inbound requests and help distinguish urgent matters from those that can be delegated or handled asynchronously.

Leadership operations

• Support the operating cadence of the CEO and executive team, including leadership meetings, company-wide meetings, planning sessions, and offsites.
• Maintain visibility into the CEO's priorities and help ensure time and attention remain aligned with them.
• Coordinate across teams to gather information, resolve dependencies, and keep important initiatives moving.
• Create lightweight systems and processes that improve executive effectiveness and organizational follow-through.
• Support board, investor, recruiting, customer, and partner activities as needed.
• Plan executive dinners, team events, leadership offsites, and other important gatherings.
• Take on special projects that require sound judgment, resourcefulness, and confidentiality.

What We're Looking For

• 5+ years of experience supporting a CEO, founder, C-suite executive, or senior leader in a fast-moving organization.
• Experience working in a technology company, high-growth startup, venture-backed business, or similarly demanding environment.
• Exceptional calendar management, prioritization, organization, and project-coordination skills.
• Excellent written and verbal communication, with meticulous attention to detail.
• Strong judgment and the ability to make thoughtful decisions with incomplete information.
• A proactive working styleyou anticipate needs, identify risks, and act before being asked.
• The ability to manage competing priorities while remaining calm, responsive, and solutions-oriented.
• High emotional intelligence and the ability to work effectively with employees and external stakeholders at every level.
• Unquestionable integrity and discretion when handling confidential or sensitive matters.
• Strong proficiency with modern workplace, communication, scheduling, and productivity tools.
• Interest in AI and a willingness to use AI tools thoughtfully to improve executive and organizational effectiveness.
• Ability to work regularly in person in San Francisco, California, with flexibility outside standard business hours when important matters arise.
• Ability to travel occasionally, including supporting domestic or international executive travel when needed.

What Success Looks Like

During your first year, success will mean:

• The CEO's time is consistently aligned with the company's most important priorities.
• Meetings begin with clear objectives and end with documented decisions, owners, and next steps.
• Important commitments are tracked and completed without repeated follow-up from the CEO.
• Communication between the CEO, leadership team, and external stakeholders is timely and effective.
• Travel, events, and executive logistics are handled smoothly, including when plans change.
• You are viewed as a trusted partner who improves the effectiveness of both the CEO and the broader organization.

Compensation: The base salary range for this role is $120,000 to $145,000 + bonus, equity, and benefits. The actual pay may vary based on factors such as location, experience, and skills.

• Flexible PTO : Because life is better when you actually live it!
• Comprehensive Coverage : Top-notch medical, dental, and vision insurance.
• 401(k) with Matching : We've got your back for a secure future.
• Parental Leave & Fertility Benefits : Supporting you in growing your family, your way.
• Therapy Sessions Covered : Mental health matters10 free sessions through Samata Health.
• Wellness Stipend : For gym memberships, fitness tech, or whatever keeps you thriving.
• Lunch on Us : Enjoy a lunch credit when you're in the office.

Instabase is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status. Research shows that in order to apply for a job, women feel they need to meet 100% of the criteria while men usually apply after meeting about 60%. Regardless of how you identify, if you believe you can do the job and are a good match, we encourage you to apply.