Instead is looking for an Executive Assistant who wants to work in a fast-paced, exciting, and growing organization. This role will directly support our founders and the ideal candidate is passionate about research-based and operational support across a variety of tasks and initiatives (business and personal). The right applicant will be highly organized and meticulous, while keeping the "big picture" in mind.
Candidates should have exceptional communication skills, a commitment to achieving a high level of accuracy and attention to detail, and a no-task-too-small approach to the work. An ideal team member will be able to work well independently but also be flexible enough to be directed at times.
Our company moves quickly and our team knows that some weeks will be more demanding, while others will be lighter. Balance is key for us at Instead. The position will be remote however there may be potential travel with regards to future conferences/meetings when we begin doing live conferences for our clients again.
This is a long-term, full-time position that offers a highly attractive compensation package including health insurance, paid vacation, and a 401(k) plan. Please apply today if this sounds like the opportunity for you.
What You’ll Do
- Proactively and confidently own the management and execution of business, personal and home maintenance tasks.
- Create and maintain an inventory of critical path projects and high-priority business development activities.
- Handles confidential and non-routine information and explains policies when necessary
- Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the founders which may include: planning and coordinating multiple presentations, disseminating information, coordinating different projects.
- Prepare Executive expense reports and process Executive charge card reconciliation
- Arrange travel and prepare itineraries. This includes frequent business and personal trips both domestically and internationally.
- Arrange appointments, reservations, and all related paperwork and calendaring
- CEO specific event planning and management (both internal and external events, held virtually and eventually in person)
- Remain flexible in working hours, while we will aim to maintain more of a 8:30-5:30 EST, there will be demanding weeks that require longer hours and weekend hours
What You Need to Get the Job Done
- Must-have a minimum 1 year experience in a similar role supporting a CEO or founder.
- Tech-savvy with experience using Google Apps (docs, presentation, sheets, drive, gmail)
- Expert-level experience in GSheets/Excel - build formulas and tie out totals for accuracy on reports
- Ability to edit material and ensure correct punctuation, spelling and grammar. Ability to create and generate letters, internal/external communication, and reports.
- Must be able to work in a fast paced, dynamic environment.
- Must be willing to work on both business assistance and personal assistance tasks.
- Ability to handle multiple tasks frequently within short timelines, to prioritize and organize work, and to complete assignments in a timely, accurate manner.
- Excellent verbal and written communication skills.
- Superb relationship and collaboration skills
- Ability to use discretion in handling sensitive/confidential information.
- Ability to handle difficult situations with positive demeanor. Cope and overcome stress in a fast paced work environment. Positive, upbeat, and “can do” attitude but with a “thick skin” that will stand their ground
- Reliable and loyal
- Thrives with little direction and can track open issues and follow-up items to closure
Working At Instead
We’re proud of our amazing high-growth and this is all due to our best and most important asset: our team!
If you’ve got passion and enthusiasm for a product and a desire to come to a fast-growing fintech company to make an impact, we’ve got the perfect opportunity for you!
Skills Required
- At least 1 year of experience in a similar role supporting a CEO or founder
- Experience using Google Apps, including Docs, Presentations, Sheets, Drive, and Gmail
- Expert-level experience with Google Sheets or Microsoft Excel, including formulas and reconciliation
- Ability to edit materials and ensure correct punctuation, spelling, and grammar
- Ability to create letters, internal and external communications, and reports
- Ability to work in a fast-paced, dynamic environment
- Willingness to perform both business assistance and personal assistance tasks
- Ability to manage multiple tasks, prioritize, organize work, and complete assignments accurately and on time
- Excellent verbal and written communication skills
- Strong relationship-building and collaboration skills
- Ability to use discretion when handling sensitive and confidential information
- Ability to handle difficult situations positively and manage stress in a fast-paced environment
- Reliable and loyal work approach
- Ability to work with little direction and track issues and follow-up items through completion
What We Do
Instead is revolutionizing the tax industry with our AI-powered software, designed to simplify and optimize tax strategies, calculations, and filings for businesses and accountants. Our platform leverages artificial intelligence to streamline the entire tax process, making it more efficient and cost-effective for companies of all sizes. Our current focus areas include: Tax Strategy Optimization: We offer AI-powered analysis to identify potential tax savings opportunities across U.S. tax strategies. Our system automatically applies relevant strategies based on each user's unique financial situation, maximizing tax benefits. Tax Calculations (Coming Soon): Our platform will provide precise tax calculations based on taxpayer scenarios, covering 63 U.S. income tax jurisdictions. This feature aims to reduce the time required for tax return preparation from 8-24 hours to less than 10 minutes. Tax Filing (Coming Soon): We're developing a streamlined, AI-driven tax filing process that will simplify this complex task for businesses and tax professionals alike. Our vision extends beyond the U.S. market, with plans to expand our services to cover tax strategies and calculations in most countries worldwide. At Instead, we believe in making sophisticated tax management accessible and affordable. Our pricing structure starts at just $16 per month for businesses, with options tailored for sole proprietors, various business entities, and specialized needs. For accounting firms, Instead Pro offers a powerful tool to expand services and deliver greater value to clients. Our AI-driven approach enables tax professionals to focus on complex issues and client relationships while automating routine tasks. Join us in revolutionizing the tax industry. Whether you're a growing startup, an established enterprise, or a tax professional, Instead is designed to maximize your tax efficiency and fuel your financial growth. Experience the future of tax management with Instead.
