Offer summary

Qualifications:

5+ years in executive administrative support, Knowledge of scheduling tools and travel booking platforms, Proven ability to manage complex schedules and prioritize tasks, Experience with Google Suite, Expensify, Slack, and AI tools..

Key responsabilities:

Manage complex schedules and coordinate meeting logistics for senior leadership.

Arrange domestic and international travel itineraries and manage expense reporting.

Organize event logistics, including catering and A/V setup, while monitoring budgets.

Act as a primary contact for internal and external communications, managing sensitive documentation.

Job description

We're transforming the grocery industry

At Instacart, we invite the world to share love through food because we believe everyone should have access to the food they love and more time to enjoy it together. Where others see a simple need for grocery delivery, we see exciting complexity and endless opportunity to serve the varied needs of our community. We work to deliver an essential service that customers rely on to get their groceries and household goods, while also offering safe and flexible earnings opportunities to Instacart Personal Shoppers.

Instacart has become a lifeline for millions of people, and we’re building the team to help push our shopping cart forward. If you’re ready to do the best work of your life, come join our table.

Instacart is a Flex First team

There’s no one-size fits all approach to how we do our best work. Our employees have the flexibility to choose where they do their best work—whether it’s from home, an office, or your favorite coffee shop—while staying connected and building community through regular in-person events. Learn more about our flexible approach to where we work.

OVERVIEW

About the Role

Join our team as a Senior Executive Assistant and excel in a fast-paced, high-impact role supporting senior leadership across Engineering and other key areas of the business. Your role includes managing complex schedules, arranging international travel, coordinating seamless events, and ensuring no detail is overlooked. Acting as a trusted partner, you’ll juggle time-sensitive priorities, foster cross-functional collaboration, and keep critical tasks on track—all while handling responsibilities that may arise outside traditional business hours. If you’re a proactive problem-solver excited by dynamic challenges, this is the role for you.

About the Team

The Executive Assistant Team is an essential pillar of Instacart’s People Team, delivering strategic and operational support to the Executive Leadership team. Leveraging time management, cross-functional coordination, event planning, and an innovative tech stack (including AI), the team empowers leaders to focus on high-impact decisions while exemplifying Instacart’s values and advancing the company’s mission.

About the Job

Calendar Management: Schedule and confirm appointments for senior leadership, manage calendars to avoid conflicts, and coordinate seamless meeting logistics (including technology setups and rescheduling).
Travel Coordination: Arrange domestic and international travel itineraries, prepare travel documentation, manage expense reporting, and ensure compliance with corporate travel policies.
Event Planning: Organize event logistics, including catering, A/V setup, and decoration. Distribute detailed agendas, manage attendee registrations, monitor budgets, and align events with company objectives.
Communication Management: Act as a primary contact for internal and external communications, drafting, proofreading, and managing correspondence and sensitive documentation.
Meeting Support: Prepare briefing materials, meeting agendas, and support documents, while creating templates to streamline future reporting.
Cross-Functional Collaboration: Build relationships with internal and external stakeholders to facilitate collaboration and ensure alignment with executive objectives.
Confidentiality & Efficiency: Handle sensitive communications with discretion and leverage tools (e.g., AI) to improve workflows and team productivity.

About You

Minimum Qualifications

5+ years in executive administrative support
Knowledge of scheduling tools
Experience with travel booking platforms
Track record of successful high-level executive support
Proven ability to manage complex schedules and prioritize tasks
Established record of confidential information management and discretion

Preferred Qualifications

A college or vocational degree, or equivalent experience
Experience using Google Suite, Expensify, Slack and Navan
2+ years managing event logistics
Proficiency with AI tools to enhance workflow efficiencies
Evidence of effective financial oversight in budget management for events and travel
Experience in coordinating seamless logistics for corporate/team events

#LI-REMOTE

Instacart provides highly market-competitive compensation and benefits in each location where our employees work. This role is remote and the base pay range for a successful candidate is dependent on their permanent work location. Please review our Flex First remote work policy here.

Offers may vary based on many factors, such as candidate experience and skills required for the role. Additionally, this role is eligible for a new hire equity grant as well as annual refresh grants. Please read more about our benefits offerings here.

For US based candidates, the base pay ranges for a successful candidate are listed below.

CA, NY, CT, NJ

$128,000—$173,000 USD

$122,000—$166,000 USD

OR, DE, ME, MA, MD, NH, RI, VT, DC, PA, VA, CO, TX, IL, HI

$117,000—$159,000 USD

All other states

$106,000—$144,000 USD

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