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, New York, London 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.
At Instabase, we believe in enabling our team to do their best work by providing seamless support at every level. We're looking for an experienced
Executive Assistant to support key leaders, manage complex schedules, and help drive company culture and operational excellence from our San Francisco office.
What You'll Do
- Manage dynamic calendars, coordinating high-priority meetings across time zones with precision and discretion.
- Own the full lifecycle of meetings—from agendas and attendees to materials and logistics (including catering and venue needs).
- Run day-to-day operations for our San Francisco office, ensuring a smooth and efficient workplace experience.
- Lead planning and execution of internal events including team offsites, happy hours, volunteer initiatives, and company-wide gatherings.
- Coordinate complex domestic and international travel with a readiness to handle last-minute changes.
- Serve as a liaison across teams and stakeholders, including executives, board members, and customers.
- Manage personal calendar items and ensure key personal obligations are prioritized and met.
- Uphold absolute confidentiality while managing sensitive company and personal information.
- Support special projects, often with minimal direction, from inception through execution.
About You
- 5+ years of experience supporting senior executives in a fast-paced, high-growth environment.
- Proficient in calendar and travel management with a track record of anticipating needs and mitigating conflicts.
- Highly responsive and available to work across PST & EST time zones; comfortable with occasional travel.
- Operate with a high level of autonomy, sound judgment, and extreme attention to detail.
- Strong interpersonal skills and the ability to build trust and influence across all levels of an organization.
- Tech-savvy with fluency in Google Workspace and modern productivity tools.
- Thrive in ambiguity—able to make smart decisions with limited oversight.
- Excellent written and verbal communication skills.
US Benefits
- Flexible PTO: Because life is better when you actually live it!
- Instabreak Fridays: Enjoy 6 company-wide Friday breaks scheduled throughout the year, giving you long weekends to relax and recharge!
- 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 matters— 10 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.
The base salary range for this role is $125,000 to $135,000 + bonus, equity, and benefits. The actual pay may vary based on factors such as location, experience, and skills.
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.
