Executive Assistant in Oakland, California at Instrumentl
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Job Description
Hello, we’re Instrumentl.
Nonprofits do some of the most important work in the world, and most of them are still managing grants in spreadsheets. We’re fixing that.
Instrumentl is a profitable, hypergrowth, YC-backed SaaS platform building the operating system for grant-funded organizations. More than 5,500 nonprofits use Instrumentl to discover, track, and win grant funding, from local community organizations to the San Diego Zoo and the University of Alaska. Collectively they’ve moved over $1 billion through our platform.
We’re doubling year over year, customers love us (NPS 65+, Ellis PMF 60+), and we’re hiring people who want to build something that matters.
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.
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.
For US-based candidates, the target salary range for this role is $108,000–$120,000 base plus equity. Final compensation is determined based on experience, skillset, scope, interview performance, and geographic location.
Benefits
- 100% covered health, dental, and vision insurance for employees (50% for dependents)
- Generous PTO, including parental leave
- 401(k)
- Company laptop and home-office stipend
- Bi-annual company retreats
Instrumentl is evolving rapidly. You'll always have new challenges and opportunities to grow here.