The Role
The Executive Assistant will support the CEO by managing complex calendars, coordinating travel, prioritizing communication, and driving initiatives forward while ensuring alignment with company values.
Summary Generated by Built In
Instrument is a digitally native design and technology company built to help brands unlock their full potential. Since 2005, our 300+ team of makers, thinkers, and storytellers has partnered with leading brands like Google, Nike, Uber, ŌURA, and Eventbrite to craft digital experiences that create impact and drive results.
Unlike traditional agencies, we don’t just design—we build. Our work lives at the intersection of taste and technology, powered by curiosity, thoughtful curation, and a commitment to delivering the most fitting solution for every brief. We bring this to life across three core offerings: Brand, Marketing, and Product.
We’re a hands-on, highly collaborative team of multi-hyphenates who move fast from idea to execution. With offices in Portland and NYC and a distributed team across the U.S. and Europe, we scale for big moments and stay nimble for the quick ones—always building teams around the unique needs of each project.
We’re a place for people who never stop learning—those excited to stretch their craft, experiment with new tools, and grow through collaboration. We believe great work comes from a mix of perspectives—people with different paths, passions, and lived experiences.
We’re proud to be an equal opportunity workplace, supporting diversity and providing reasonable accommodations so everyone can do their best work. We believe great work comes from a mix of perspectives—people with different paths, passions, and lived experiences. Come join us and help shape what’s next.
We’re looking for an exceptional Executive Assistant to partner directly with our CEO during a pivotal period of growth and change. This is not a traditional administrative role. You’ll act as a strategic extension of the CEO—owning systems, protecting priorities, and bringing clarity to a fast-moving, high-stakes environment.
You’ll thrive here if you understand agency life, anticipate needs before they surface, and are confident navigating senior stakeholders with discretion, judgment, and backbone.
Please Note: We'll start reviewing applications the week of 1/5/2026
What You'll Do
- Own and manage the CEO’s complex, multi–time zone calendar across clients, internal leadership, and parent company stakeholders
- Coordinate all travel and logistics, including last-minute changes tied to client or business needs
- Act as the first line of triage for email, meeting requests, and communications—determining what requires CEO attention versus delegation
- Prepare teams ahead of meetings to ensure time is purposeful and decisions are actionable
- Attend meetings as needed, track action items, and follow through to completion
- Serve as an extension of the CEO by developing deep context around priorities, decision-making style, and communication preferences
- Drive CEO-led initiatives forward through light project management and coordination
- Research, synthesize, and prepare executive-level summaries on industry trends, competitive insights, or internal initiatives
- Coordinate Executive Team meetings and communications across Instrument and the broader network
- Support annual planning, budgeting, and strategic sessions in partnership with leadership
- Coordinate logistics for leadership offsites, town halls, executive gatherings, and client dinners
- Process and reconcile CEO expenses and support departmental budget tracking
- Model Instrument’s values while maintaining appropriate professional boundaries
What You'll Bring
- 5+ years supporting C-suite executives in agencies or similar fast-paced environments ($50M+ revenue)
- Agency experience required - must understand the rhythm of pitches, client account management, and creative personalities
- Proven ability to say no - to senior stakeholders, parent company executives, and even well-meaning colleagues
- Self-directed excellence - able to anticipate needs and act without constant direction
- High emotional intelligent - can navigates complex personalities and organizational dynamics with ease
- Technology fluency- advanced proficiency in Google Workspace and comfort with project management and financial tools
- Exceptional communication: can write and communicate clearly in the CEO’s voice
Pay Range
- The expected pay range for this position is $85,000-$120,000 depending on level for our base US Region 3*. We have three regional pay ranges that are adjusted for cost of living (US1 +15%, US2 +7.5%, US3 Base), *learn more about our pay philosophy and cost of living adjustments.
What We Offer
Flexible, Hybrid Work Environment
Great Compensation with Annual Reviews (Learn more about our Pay Philosophy)
401(k) Matching with Immediate Vesting
Robust Medical, Vision, and Accident Insurance
Generous Paid Holidays and unlimited PTO
Sabbaticals
Monthly Wellbeing Stipend
Career Management and Leadership Training
Top Skills
Financial Tools
Google Workspace
Project Management Tools
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The Company
What We Do
We’re a team of technologists, strategists, and creative problem solvers seeking to make a positive impact on your business and the world around us
