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Instabase is seeking an exceptional Executive Assistant to the CEO to support the leadership team's operations with focus, speed, and precision. This is a high-trust, high-impact role at a venture-backed AI company (backed by Greylock, Andreessen Horowitz, Index Ventures) that democratizes access to cutting-edge AI innovation for unstructured data problems. The company operates globally with offices in San Francisco and Bengaluru.
You will own and strategically manage the CEO's calendar, protecting time for the company's highest-priority work. This includes coordinating internal and external meetings across employees, customers, partners, investors, and candidates; managing domestic and international travel with detailed itineraries and accommodations; and handling confidential company, personnel, customer, and financial information with exceptional discretion.
On the meeting and communication side, you'll develop meeting agendas, briefing materials, and background notes to ensure the CEO has necessary context before important engagements. You'll capture decisions, commitments, owners, and deadlines, then follow through to ensure action items are completed. You'll draft and edit correspondence, internal announcements, and presentations, serving as a thoughtful point of contact for people engaging with the CEO. You'll also triage inbound requests to distinguish urgent matters from those that can be delegated.
You'll support the operating cadence of the CEO and executive team, including leadership meetings, company-wide meetings, planning sessions, and offsites. You'll maintain visibility into the CEO's priorities and help ensure time and attention remain aligned. You'll coordinate across teams to gather information, resolve dependencies, and keep important initiatives moving. You'll create lightweight systems and processes that improve executive effectiveness and organizational follow-through, support board and investor activities, plan executive dinners and team events, and take on special projects requiring sound judgment and resourcefulness.
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.
