Executive Assistant to the CEO

Company: Instawork
Location: San Francisco
Posted on: May 1, 2025

Job Description:

Instawork is seeking an exceptional Executive Assistant to provide high-level support to our CEO in a high-growth, fast-paced environment. This is not a typical EA role-our CEO moves quickly, operates globally, and requires a highly capable professional who thrives under pressure, works autonomously, and anticipates needs before they arise.The ideal candidate has at least 5 years of experience supporting C-suite executives, has worked in a rapidly scaling, high-intensity environment, and possesses the ability to seamlessly manage complex schedules, global coordination, and high-stakes initiatives. This role requires someone who is available and responsive across time zones, with a 24/7 mindset when needed to ensure business continuity.You'll work closely with cross-functional teams, Executive Leadership, and external partners, playing a critical role in optimizing the CEO's time, priorities, and execution. Beyond core administrative support, you will also take ownership of strategic initiatives, internal and external events, and high-priority projects that impact the company at large.What you'll do:

• Manage a high-volume, constantly shifting global calendar with precision, ensuring seamless coordination across time zones.
• Anticipate and resolve scheduling conflicts proactively, optimizing the CEO's time and priorities.
• Coordinate and facilitate C-level and board meetings, handling all scheduling, logistics, and preparation.
• Oversee complex international and domestic travel, including visas, itineraries, accommodations, and contingency planning.
• Adapt travel plans dynamically, ensuring smooth transitions with minimal disruptions.
• Provide comprehensive trip coordination, maintaining clear and proactive communication with the Executive Leadership Team.
• Lead and execute high-priority, confidential initiatives on behalf of the CEO, collaborating cross-functionally.
• Plan and coordinate strategic company and community events, ensuring flawless execution.
• Act as a liaison between the CEO and internal/external stakeholders, ensuring alignment, clarity, and efficiency.
• Handle highly sensitive information with discretion, professionalism, and utmost confidentiality.
• Serve as a trusted advisor and gatekeeper, acting as an extension of the CEO while upholding Instawork's values.
• Exercise sound judgment under pressure, making autonomous, high-stakes decisions when necessary.Who you are:
  • Proven Experience - You have 5+ years of experience supporting C-suite executives in a fast-paced, high-growth environment.
  • Calendar Mastery - You can manage a complex global calendar with precision, anticipating needs before they arise.
  • High-Speed Problem Solver - You thrive in dynamic environments and can make quick, informed decisions on the fly.
  • Ultra-Responsive & Adaptable - You are available and flexible to support across time zones, understanding that this role requires availability beyond a traditional 9-5 schedule.
  • Discretion & Professionalism - You handle sensitive information with absolute confidentiality.
  • Relationship-Builder - You communicate clearly, build trust effortlessly, and act as a seamless extension of the CEO.
  • Event & Project Execution - You can coordinate internal and external high-visibility events with precision and impact.
  • Tech-Savvy & Detail-Oriented - You are fluent in Google Suite, Slack, Zoom, and other productivity tools.Instawork Values
    • Bias for Action -- We are a growing team and an evolving product. We want a team of do-ers to drive the company forward, even if it means making decisions with incomplete information or being wrong.
    • Act Like an Owner -- Treat this company as though it is your own. Execute on the fundamentals, and act creatively to drive growth. Your ability to drive impact in any part of our company is only limited by your courage and conviction, not your job title.
    • Always Be Learning -- We are changing an entire industry. We strive to learn from each other and get better each day, week, and month, so that our team's learnings can compound and we can all improve, together.
    • Empathy, Trust, Candor -- Empathy for our business partners and professionals means we put ourselves in their shoes. Empathy for our colleagues means we are always upfront and honest with each other, which comes from trust.For CA-based applicants:
      • The base salary for this position is $90,000 - $125,000
      • This position is eligible for equity in the form of stock options
      • This position is eligible for Instawork benefits, including:
        • Variety of medical, dental, and vision plans with coverage beginning on the date of hire
        • Flexible paid time off
        • At least 8 paid company holidays annually
        • Home office stipend
        • Phone stipend
        • Commuter stipend
        • Supplemental pay on qualified leaves
        • Employee health savings accounts (HSA) contribution
        • Flexible spending plans
        • 401K plan
        • Perkspot - discount program through LumityA variety of factors are considered when determining someone's compensation including a candidate's professional background, experience, and location. Final offer amounts may vary from the amounts listed above.
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Keywords: Instawork, Lodi , Executive Assistant to the CEO, Executive , San Francisco, California