Executive Assistant

About the role

You'll be the Executive Assistant to Instrumentl's two co-founders, owning their calendars and the day-to-day that keeps them focused, while keeping our Oakland office running on your in-office days. They're ready to fully hand off scheduling and office logistics, and you'll take that on from the start. There's real room to grow here: as you build trust, the role expands into supporting more of our leadership team. This is a full-time role, and we move fast.

What you'll do

Calendar & scheduling

• Own the co-founders' calendars, resolving conflicts and protecting focus time without sending decisions back up.
• Coordinate complex scheduling across the leadership team and external parties, always holding a week-plus view.
• Manage silent holds, reprioritize on the fly, and keep both calendars accurate and current.
• Partner with recruiting to schedule candidate interviews quickly and cleanly.

Office coordination (Oakland)

• Run day-to-day office operations on your in-office days: lunches, supplies, packages, and marketing materials.
• Own vendor coordination and keep the office stocked so the team never has to think about it.
• Support on-site logistics for meetings and visitors.

Leadership-level admin & follow-through

• Own follow-through on what the co-founders hand off so nothing slips.
• Prep materials, manage travel and expenses, and run ad hoc projects end to end.
• Grow into broader support across the leadership team as the role expands.

What we're looking for

Required

• 3+ years as an Executive Assistant supporting senior leaders or founders. You've done this before and don't need training on the basics.
• Excellent at managing complex, shifting calendars across multiple people and time zones.
• Strong follow-through and ownership: what you're handed gets done without reminders.
• Bay Area based and able to be in the Oakland office three days a week.

Nice to have

• Experience as an office coordinator or office manager.
• Comfortable across Google Workspace and Slack.
• Experience supporting more than one executive at once.