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At Instabase, we're focused on democratising access to cutting-edge AI innovation to enable any organisation to solve previously unsolvable unstructured data problems in their industry.

We are seeking 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.

Responsibilities

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 organisational 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.

Requirements

  • 5+ years of experience supporting a CEO, founder, C-suite executive, or senior leader in a fast-moving organisation.
  • Experience working in a technology company, high-growth startup, venture-backed business, or similarly demanding environment.
  • Exceptional calendar management, prioritisation, organisation, 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 style,you 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 organisational 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 organisation.

Compensation

The base salary range for this role is $120,000 to $145,000 + bonus, equity, and benefits.

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