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Executive Assistant

Instrumentl

Oakland, CA

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JOB DETAILS
SALARY
$108,000–$120,000 Per Year
SKILLS
Artificial Intelligence (AI), Candidate Sourcing, Compensation Management, Executive Assistant Skills , Expense Management, Follow Through, Funding, Grant Administration/Management, Laptop PC, Leadership, Logistics, Marketing, Nonprofit, Office Management, Operating Systems, Organizational Skills, Slack, Software as a Service (SaaS), Spreadsheets
LOCATION
Oakland, CA
POSTED
Today
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 growing more than 40% year over year, customers love us (Ellis PMF 60+), and we're hiring people who want to build something that matters.

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.
Compensation & Benefits

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.

Instrumentl is an equal opportunity employer. We are committed to building an inclusive workplace and do not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, genetic information, or any other legally protected status. We encourage candidates from all backgrounds to apply. If you need a reasonable accommodation during the application or interview process, please let us know.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

About the Company

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Instrumentl

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