Executive Assistant

As the Executive Assistant at Instabase, your primary responsibilities include managing dynamic calendars for senior leaders, coordinating high-priority meetings, and ensuring the smooth operation of our San Francisco office. You'll also be responsible for planning internal events and handling complex travel arrangements, all while maintaining the highest level of confidentiality.

To be an Executive Assistant at Instabase, you should have at least 5 years of experience supporting senior executives in a fast-paced environment. Proficiency in calendar and travel management, along with strong interpersonal and communication skills, are crucial. Additionally, being tech-savvy and having the ability to thrive in ambiguity will set you up for success.

Instabase prides itself on a people-first, experimental, and customer-obsessed culture. As an Executive Assistant, you'll work in a collaborative environment where your contributions are valued, and you’ll have the freedom to bring creativity to your role. The culture emphasizes curiosity and operational excellence, making it an ideal place for an innovative spirit.

Instabase actively supports the professional growth of its Executive Assistants through ongoing training, mentorship, and access to essential resources. You'll be part of a team that values continuous learning, ensuring that you can develop your skills further and grow within the company.

As an Executive Assistant at Instabase, you can enjoy a range of benefits including flexible PTO, comprehensive health insurance, a 401(k) plan with matching, and wellness stipends. Additionally, our unique Instabreak Fridays and provided lunches in the office contribute to a work-life balance that enhances your overall well-being.

When answering this question, highlight specific examples of how you've successfully handled complex schedules, prioritized meetings, and managed last-minute changes effectively. Discuss any tools or methods you used that demonstrate your organizational skills.

In your response, detail your process for booking travel, including how you consider the executive's preferences and handle last-minute changes. Emphasize your ability to be proactive and anticipate potential issues.

To tackle this question, discuss your understanding of confidentiality in the workplace and provide specific examples of how you've managed sensitive information in past roles. Ensure to convey your commitment to upholding privacy standards.

Demonstrate your ability to multitask by sharing a scenario where you managed competing priorities. Discuss any tools or techniques you use, such as to-do lists or project management software, to stay organized and efficient.

Share a specific example of an internal event you organized, emphasizing your role in planning, executing, and ensuring its success. Highlight any challenges you faced and how you overcame them to demonstrate your problem-solving skills.

Discuss tools that you've found essential for productivity, like Google Workspace, and explain how you utilize them to enhance communication and organization in your role as an Executive Assistant.

Illustrate your adaptability by providing an example of a time you successfully managed a sudden change in schedule. Highlight your proactive communication with stakeholders and any contingency plans you set in place.

Emphasize the importance of strong interpersonal skills and provide examples of how you’ve effectively built relationships with different teams and stakeholders in your previous roles to promote collaboration and trust.

Talk about your organization system, whether it involves tools, methods, or techniques, and give examples of how this system has helped you succeed in previous roles, especially with managing busy schedules and tasks.

Mention your process for preparing for meetings, including gathering necessary materials, setting agendas, and following up on action items. Share a specific example of how your preparation has led to successful outcomes in meetings.