Executive Assistant, Founders’ Office General and Administrative New York City View role →

Instalily, Inc.; New York (NY); On-site; USD 90,000 - 110,000; Full time

Benefits offered by this job

Equity stock options

Medical, Dental, Vision

401K plan

In-office lunch reimbursement

Wellness stipend

Parental leave

Paid time off

US federal holidays

Job summary

InstaLILY in New York is seeking an exceptionally organized Executive Assistant to support the Founders’ Office and senior leadership. You will manage calendars, travel, prep, and communications to keep leaders focused on high-priority decisions.

You bring strong judgment, proactivity, and clear written communication; you will coordinate across Growth, Sales, Finance, People, Engineering and the leadership team, leveraging automation and AI tools to streamline operations.

Qualifications

• 3 - 5 years of relevant professional experience supporting a senior executive or founder.
• Excellent judgment and ability to distinguish between what is noisy and what is truly important.
• Proactive approach: anticipate needs and solve problems without instructions.
• Experience balancing competing priorities across multiple stakeholders with clear communication.
• Concise, precise and polished written communication representing a senior executive.

Responsibilities

• Manage complex executive calendars end-to-end with tradeoffs reflecting priorities.
• Coordinate domestic and international travel, itineraries, expenses, and logistics.
• Prepare executives for customer, partner and leadership interactions with context, agendas and documents.
• Track meeting commitments, decisions, owners and deadlines; ensure follow-ups.
• Triage incoming requests, draft executive-ready messages, escalate appropriately.
• Coordinate across Growth, Sales, Finance, People, Engineering and leadership to keep work moving.
• Support leadership meetings, customer engagements, offsites, events and high-priority initiatives.
• Identify recurring friction and build better systems using modern software, automation and AI tools thoughtfully.

Skills

Executive support

Strong judgment

Proactive

Communication

Google Workspace

Automation & AI

Education

Bachelor's degree welcomed

Tools

Google Workspace

AI tools

Job description

About InstaLILY

InstaLILY is an AI products and infrastructure company that puts execution at the frontier of enterprise AI. That work begins with Lily™, the world's first AI Forward Deployed Engineer, which learns how a business works, builds the software it needs, and goes live in days. It does not leave when the work ships; it stays and keeps the software working as the business changes. Lily runs wherever the work happens, in the cloud, on-premise, or at the edge, through InstaLILY's Small Data Center, built with NVIDIA technology. Founded in 2023 by Amit Shah and Sumantro Das, InstaLILY has raised nearly $100 million from Energize Capital, Insight Partners, and Home Depot Ventures. Headquartered in New York, with offices in San Francisco, London, and Toronto, InstaLILY serves leading companies across construction, industrial distribution, logistics, healthcare, and other operationally intensive industries. Learn more at https://instalily.ai/.

The Traction

Revenue grew 5x over the past year, and Lily has driven over $200M in new annual sales for a single customer. We serve some of the largest operators in our industries, including SRS Distribution (part of The Home Depot family), United Rentals, and Henry Schein, and we work closely with the Google DeepMind and NVIDIA ecosystems.

How We Work

We work in small teams with real ownership: clear problems, direct access to the customers whose work you're changing, and room to ship. Your code runs in live production systems inside billion-dollar operations, so you see your impact directly. People who do well here want that proximity to the work. We're growing fast, and the people who join now shape what this company becomes. Everything runs on three principles: Customers, Culture, and Code.

About the role

We are looking for exceptional Executive Assistants to join InstaLILY’s Founders’ Office and support our senior leadership team. We expect to hire one or two people, with executive assignments determined by business needs and individual strengths. You should be comfortable supporting multiple senior leaders.

You will own the details that make executives effective: priorities, calendars, preparation, travel, communication and follow-through. Your work will help leaders focus their time, make informed decisions and keep important commitments moving.

The best person for this role is extraordinarily organized, but brings much more than organization. You have excellent judgment. You anticipate needs, notice what others miss and communicate clearly with everyone from an internal teammate to a customer executive. You are comfortable making decisions within clear guardrails, know when to escalte and take pride in making the people around you more effective.

What you’ll own

• Manage complex executive calendars end-to-end, making deliberate tradeoffs so time reflects the company’s highest priorities.
• Coordinate domestic and international travel, itineraries, expenses and rapidly changing logistics with exceptional attention to detail.
• Ensure executives are prepared for customer, partner and leadership interactions, with the right context, agendas, documents and stakeholders in place.
• Track meeting commitments, decisions, owners and deadlines, and ensure important loops close.
• Triage incoming requests and communications, draft executive-ready messages and bring the right issues to the right leader at the right time.
• Coordinate across Growth, Sales, Finance, People, Engineering and the broader leadership team to resolve conflicts and keep work moving.
• Help execute leadership meetings, customer engagements, offsites, events and other high-priority initiatives.
• Identify recurring friction and build better systems using modern software, automation and approved AI tools thoughtfully.

What we’re looking for

• 3 - 5 years of relevant professional experience, including directly supporting a senior executive, founder, partner or similarly demanding leader. Experience in a startup, high-growth technology company, professional-services firm, investment firm or other demanding environment is strongly preferred.
• Excellent judgment and the ability to distinguish between what is noisy and what is truly important.
• A proactive approach: you anticipate needs and solve problems without waiting for instructions.
• Experience balancing competing priorities across multiple stakeholders, with clear communication about tradeoffs.
• Concise, precise and polished written communication that can represent a senior executive.
• Consistent reliability and ownership. When you take responsibility for something, people can trust it will happen.
• Exceptional discretion when handling sensitive information.
• Composure when plans change, priorities collide or the day stops resembling the plan.
• A warm, direct communication style and the confidence to say “no,” “not now” or “here is a better option” professionally.
• Strong fluency with Google Workspace and modern productivity tools, and an eagerness to use automation and AI responsibly.
• Curiosity about the business and a desire to understand why something matters, not just when it needs to happen.

A bachelor’s degree is welcome but not required; demonstrated judgment, execution and relevant experience matter more to us.

Compensation and Benefits

• Salary Range: $90,000 - $110,000 per year, commensurate with experience
• Equity: Generous stock option awards and refreshers for top performers
• Benefits: Medical, Dental, Vision, 401K, in-office lunch reimbursement, Wellness Stipend, generous parental leave, PTO and 10 US Federal Holidays, and more!

Equal Opportunity

InstaLILY is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status or any other characteristic protected by law.

Quality Over Quantity

To ensure a focused, high-quality hiring experience, we kindly ask candidates to limit their applications to3 open requisitions at any given time. Applying strategically to roles that best align with your skills and career goals gives you the highest chance of standing out. Have you interviewed with us in the past 12 months? We encourage you to reach out directly to your previous interviewer rather than submitting a new application.

InstaLILY is committed to providing an inclusive and barrier-free recruitment process. If you require an accommodation, please let us know, and we will work with you to meet your needs.

We use AI to assist with parts of our application review process. If you’d like to opt out, please contact our recruiting team ([e-mail]).