Executive Assistant

Summary

Join Instacart's team as a Senior Executive Assistant and provide high-level support to senior leadership. You will manage complex schedules, arrange international travel, coordinate events, and handle sensitive communications. This fast-paced role requires strong organizational skills, attention to detail, and the ability to juggle multiple priorities. You will collaborate with internal and external stakeholders, ensuring seamless operations and alignment with executive objectives. The role offers flexibility with remote work options and competitive compensation and benefits. Success in this position requires proven experience in executive support, proficiency in scheduling and travel booking, and a commitment to confidentiality.

Requirements

• 5+ years in executive administrative support
• Knowledge of scheduling tools
• Experience with travel booking platforms
• Track record of successful high-level executive support
• Proven ability to manage complex schedules and prioritize tasks
• Established record of confidential information management and discretion

Responsibilities

• Manage and confirm appointments for senior leadership, manage calendars to avoid conflicts, and coordinate seamless meeting logistics (including technology setups and rescheduling)
• Arrange domestic and international travel itineraries, prepare travel documentation, manage expense reporting, and ensure compliance with corporate travel policies
• Organize event logistics, including catering, A/V setup, and decoration. Distribute detailed agendas, manage attendee registrations, monitor budgets, and align events with company objectives
• Act as a primary contact for internal and external communications, drafting, proofreading, and managing correspondence and sensitive documentation
• Prepare briefing materials, meeting agendas, and support documents, while creating templates to streamline future reporting
• Build relationships with internal and external stakeholders to facilitate collaboration and ensure alignment with executive objectives
• Handle sensitive communications with discretion and leverage tools (e.g., AI) to improve workflows and team productivity

Preferred Qualifications

• A college or vocational degree, or equivalent experience
• Experience using Google Suite, Expensify, Slack and Navan
• 2+ years managing event logistics
• Proficiency with AI tools to enhance workflow efficiencies
• Evidence of effective financial oversight in budget management for events and travel
• Experience in coordinating seamless logistics for corporate/team events

Benefits

• Highly market-competitive compensation and benefits
• Remote work
• Equity grant
• Annual refresh grants