InstaLILY is an Insight Partners-backed agentic AI company building enterprise AI agents for some of the world's largest businesses. Our NYC office is the heartbeat of the company, and we're looking for someone to run it.
The RoleWe're hiring an Office Manager to own the day-to-day operations of our New York headquarters. You'll be the person who makes the office work — from the moment someone walks in the door to the systems running quietly in the background. This role reports into the Office of the CEO and partners closely with People, Finance, Sales & Growth.
This is a high-trust, high-ownership role. You'll be empowered to make decisions, manage vendors, and shape how the office feels and functions as we grow.
What You'll Own- Office operations and experience. Keep the office running smoothly — supplies stocked, snacks and beverages full, kitchen and common areas clean and welcoming, conference rooms set up and presentable. Greet visitors, manage deliveries, and act as the first point of contact for anyone entering the space.
- Vendor and facilities management. Manage relationships with the building, cleaning crew, IT support, food and beverage vendors, and any other office service providers. Negotiate contracts, troubleshoot issues, and keep costs in check.
- Events and culture. Plan and execute company happy hours, team lunches, offsites, board dinners, investor visits, and one-off celebrations. Partner with leadership on bigger moments and bring your own ideas for how to make the office a place people want to be.
- Onboarding and offboarding logistics. Coordinate desk setup, swag, and welcome experiences for new hires. Handle equipment returns and access changes for departures. Partner with IT on laptop provisioning.
- Travel and executive support, as needed. Occasionally support leadership with travel bookings, expense submissions, and logistics for visiting team members or guests.
- Administrative support across functions. Help with mail, shipping, expense reports (Expensify), reimbursements, and other administrative tasks that come up across HR, Finance, and Legal.
- Health, safety, and security. Maintain a safe and secure workspace — manage access cards, emergency procedures, and any compliance items related to the physical office.
- 2+ years in an office management, executive assistant, or operations role, ideally at a fast-growing startup
- Genuinely enjoy creating welcoming, organized environments — this work matters to you
- Excellent communicator, both written and verbal, with a service-oriented mindset
- Highly organized and detail-oriented; nothing falls through the cracks
- Proactive and resourceful — you spot problems before they become problems and figure things out without needing a playbook
- Comfortable juggling many small tasks and switching contexts quickly
- Discreet and trustworthy — you'll be exposed to sensitive information regularly
- Fluent with modern tools: Google Workspace, Slack, Expensify, and similar
- Experience supporting an executive or Office of the CEO
- Background in event planning or hospitality
- Prior experience at a venture-backed startup
- Location: New York, NY (on-site, 5 days/week)
- Reports to: Manager, Office of the CEO
- Type: Full-time
- Salary Range: $70,000 - $80,000 per year, commensurate with experience
- Equity: Stock options awards, and refreshers for top performers
- Benefits: Medical, Dental, Vision, 401K, in-office Lunch reimbursement, Wellbeing Stipend, Generous Parental leave, PTO and 10 US Federal Holidays, and more!
To ensure a focused, high-quality hiring experience, we kindly ask candidates to limit their applications to 3 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.
Skills Required
- 2+ years in an office management, executive assistant, or operations role
- On-site in New York, NY (5 days/week)
- Genuinely enjoy creating welcoming, organized environments
- Excellent written and verbal communication skills
- Highly organized and detail-oriented
- Proactive and resourceful; able to solve problems independently
- Comfortable juggling many small tasks and switching contexts quickly
- Discreet and trustworthy when handling sensitive information
- Fluent with Google Workspace, Slack, Expensify, and similar tools
- Experience supporting an executive or Office of the CEO
- Background in event planning or hospitality
- Prior experience at a venture-backed startup
What We Do
InstaLILY builds AI teammates for the physical-goods economy: industrial distribution, healthcare, supply chain, manufacturing, and automotive. Our model is simple: one company brain, many teammates. We build company-specific AI-powered brains called InstaBrains. Built on small, specialized language models (SLMs), they codify the customer's knowledge and decisions, like their parts, jobs, and pricing. On top of it, InstaWorkers act as AI teammates inside the tools customers already use, completing the sales, service, and operations work that drives the business.
Why Work With Us
Backed by Insight Partners ($25M Series A) and supported by the Google, NVIDIA, and Microsoft ecosystems, we are one of the fastest-growing AI startups in the country. Our team has already driven over $200M in incremental revenue for customers to date. InstaLILY's architecture has been featured in Google DeepMind's case study showcase.
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