Executive Assistant, Founders’ Office General and Administrative View

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/.

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 Deep Mind and NVIDIA ecosystems.

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.

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.

• 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…