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Administrative Assistant - Temp Part-Time

G&A | Palo Alto, CA | Part Time

Job Description

We’re looking for an Administrative Assistant to join the growing Instart team on a part-time basis (~15-20 hours/week) to support the Chief Customer Officer (CCO) and SVP of Engineering at Instart based in Palo Alto. This role will be responsible for a range of administrative and executive support-related tasks and work independently within established guidelines, reporting to the CCO. You will partner with your executives to help plan, organize and schedule meetings, both inside and outside of Instart. You will be responsible for managing and coordinating all the executive travel and ensuring the costs are managed within expense guidelines in a timely fashion. A high level of integrity and confidentiality is crucial to this role. Strong written and verbal communication skills, independent decision-making ability and attention to detail are equally important.

Responsibilities:

  • Schedule and manage meetings through Google calendar, prioritize and resolve schedule conflicts, and handle scheduling challenges arising from urgent requests

  • Act as the schedule gatekeeper while also making the executive available and accessible

  • Liaise with senior level executives and their assistants throughout Instart and outside the company

  • Coordinate domestic and international travel, including post-travel debrief, expense reports, etc.

  • Coordinate meetings / calls with external customers / attendees and their Executive Assistants

  • Schedule team meetings (onsite/offsite), team events, etc. including catering, if necessary, and partner closely with other Instart administrative assistants for organizational planning, meetings and events

  • Initiate purchase orders, reconcile invoices, track budgets, and complete / track expense reports

Qualifications:

  • A minimum of 3 years’ experience supporting an executive in a corporate setting

  • Available to work up to 10 hours per week 

  • Proficiency with Microsoft Office Suite and Google Suite applications – including Outlook, Excel and Powerpoint, as well as G-Mail, Google Calendar and Concur Travel and Expense

  • Meticulous attention to detail and highly organized, with the ability to perform multiple tasks and handle changing priorities successfully with little supervision

  • Comfortable working in a shared support model for multiple executives

  • Able to work with individuals at all levels of the organization

  • Excellent verbal and written communication skills

  • Discretion, diplomacy and excellent judgment; high degree of integrity when dealing with confidential and sensitive information

About Instart:

At Instart, we are building a world where the largest brands in the world can deliver amazing digital experiences to their customers. 

Every major brand today, whether it is online shopping, travel or media, is making huge investments to improve their online experiences to keep up with consumer expectations. As consumers in a digital world, we tend to abandon websites very quickly if the experience is not as good as we expect it to be - fast, engaging, and responsive. With 100+ patents using artificial intelligence and machine learning, Instart’s unique technology continually optimizes the online consumer experience, learning from every interaction across devices and networks.

We’re growing at a rapid pace - on the path to increase our revenue and customer base by 4x in the next couple of years! You have an opportunity to be a part of this amazing growth, working on cutting-edge AI/ML cloud technology with some of the greatest minds, to help the most recognizable brands in the world create better digital experiences.

Instart is backed by major investors who are all looking to see us become the next Unicorn and more – Andreessen Horowitz, KPCB, Tenaya, Greylock, Geodesic, Sutter Hill, and STTelemedia to name a few.  We take pride in the great experience we offer our employees from our flexible work schedules and generous time off program to free lunches and our super cool, dog friendly office in Palo Alto.  

Let’s talk about your next career opportunity at Instart!

Instart is an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.