Executive Assistant

About this role

At Instabase, we're passionate about democratizing access to cutting-edge AI innovation to enable any organization to solve previously unsolvable unstructured data problems in their industry. With customers representing some of the largest and most complex organizations in the world, and investors like Greylock, Andreessen Horowitz, and Index Ventures, our market opportunity is near infinite.

Instabase offers a consumption-based pricing model where customers can pay only for what they use, aligning directly with the value our products deliver. It empowers our clients to explore our AI Hub platform features extensively, enabling them to uncover crucial business insights. This customer-centric model allows Instabase to glean insights from diverse use cases and behaviors, ensuring we deliver top-tier solutions that provide unmatched advantages for everyday business operations.

With offices in San Francisco and Bengaluru, Instabase is a truly global company. We are people-first , and we've built a fearlessly experimental, endlessly curious, customer obsessed team who work together and help organizations around the world turn their unstructured data into insights instantly.

About SuperApp

SuperApp is the AI collaboration super app . We bring real-time group messaging, leading AI models, and collaborative content creation into one shared workspace—keeping conversations, files, decisions, feedback, and finished work connected from the first prompt to the final deliverable. Our principles include being multiplayer by default, finishing the work, preserving freedom of choice, and making trust visible. ( superapp.chat )

The Role

SuperApp is looking for an exceptional Executive Assistant to the CEO to help our CEO and leadership team operate with focus, speed, and precision.

This is a high-trust, high-impact position for someone who combines outstanding judgment with operational rigor. You will manage a complex executive calendar, coordinate critical meetings and travel, prepare the CEO for important decisions, and ensure priorities move forward without losing context or momentum.

The ideal candidate anticipates needs, communicates clearly, handles sensitive information with discretion, and remains composed as priorities evolve. You should be equally comfortable managing the details of a demanding schedule and understanding the broader business context behind them.

What You’ll Do

Executive support

• Own and strategically manage the CEO’s calendar, protecting time for the company’s highest-priority work.

• Coordinate internal and external meetings across employees, customers, partners, investors, candidates, and other stakeholders.

• Anticipate scheduling conflicts, resolve them proactively, and ensure the CEO is prepared for every engagement.

• Manage domestic and international travel, including detailed itineraries, accommodations, transportation, and last-minute changes.

• Prepare and process expenses, invoices, approvals, and related administrative work accurately and promptly.

• Handle confidential company, personnel, customer, and financial information with exceptional discretion.

Meeting and communication management

• Develop meeting agendas, briefing materials, background notes, and follow-up documents.

• Ensure the CEO has the necessary context, objectives, and materials before important meetings.

• Capture decisions, commitments, owners, and deadlines, then follow through to ensure action items are completed.

• Draft and edit correspondence, internal announcements, presentations, and other executive communications.

• Serve as a thoughtful and professional point of contact for people engaging with the CEO.

• Triage inbound requests and help distinguish urgent matters from those that can be delegated or handled asynchronously.

Leadership operations

• Support the operating cadence of the CEO and executive team, including leadership meetings, company-wide meetings, planning sessions, and offsites.

• Maintain visibility into the CEO’s priorities and help ensure time and attention remain aligned with them.

• Coordinate across teams to gather information, resolve dependencies, and keep important initiatives moving.

• Create lightweight systems and processes that improve executive effectiveness and organizational follow-through.

• Support board, investor, recruiting, customer, and partner activities as needed.

• Plan executive dinners, team events, leadership offsites, and other important gatherings.

• Take on special projects that require sound judgment, resourcefulness, and confidentiality.

What We’re Looking For

• 5+ years of experience supporting a CEO, founder, C-suite executive, or senior leader in a fast-moving organization.

• Experience working in a technology company, high-growth startup, venture-backed business, or similarly demanding environment.

• Exceptional calendar management, prioritization, organization, and project-coordination skills.

• Excellent written and verbal communication, with meticulous attention to detail.

• Strong judgment and the ability to make thoughtful decisions with incomplete information.

• A proactive working style—you anticipate needs, identify risks, and act before being asked.

• The ability to manage competing priorities while remaining calm, responsive, and solutions-oriented.

• High emotional intelligence and the ability to work effectively with employees and external stakeholders at every level.

• Unquestionable integrity and discretion when handling confidential or sensitive matters.

• Strong proficiency with modern workplace, communication, scheduling, and productivity tools.

• Interest in AI and a willingness to use AI tools thoughtfully to improve executive and organizational effectiveness.

• Ability to work regularly in person in San Francisco, California , with flexibility outside standard business hours when important matters arise.

• Ability to travel occasionally, including supporting domestic or inte

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