Executive Assistant

About Instead

Instead is a tax platform designed to help taxpayers and tax professionals collaborate to save money on taxes. As the first company in decades to receive IRS approvals to E-file 1040, 1041, 1120, 1120S, and 1065 — we're re-inventing a complex category. Founded in 2023, Instead combines LLMs with tax law to make tax management a continuous, proactive process rather than a dreaded annual deadline.

Instead's investors include Sarah Guo from Conviction (conviction.com), IRIS (irisglobal.com) the largest tax software provider in the UK and many of our partners and customers who believe in our mission and vision. The Instead team comprises talented leaders from leading tax, financial services and fintech companies — Gusto, Intuit, Zenefits, Thomson Reuters, Wolters Kluwer — as well as top tax & accounting firms such as PwC, BDO, RSM, and KPMG.

Instead was a 2024 Innovation Award Finalist in CPA Practice Advisor. Instead's CEO, Andrew Argue, is a CPA and has been named Top 100 Most Influential People in the Accounting Profession twice - Ones To Watch and CPA Practice Advisors 20 under 40.

About the role

We have recently opened an office and are scaling our India team. We're looking for an exceptional Office Manager and Executive Assistant to help run our office operations and provide comprehensive support to key leadership both onsite and in coordination with leadership in the United States. This dual role combines hands-on office management with high-level executive support, requiring someone who can seamlessly manage day-to-day operations while supporting strategic initiatives and cross-border collaboration.

What you'll do

Office management:

• Assist in day-to-day site management activities and operational tasks
• Support hiring coordination efforts with the HR team
• Organize and replenish office supplies and maintain inventory systems
• Manage headcount vs. laptop assignment tracking and IT assets inventory for India office
• Coordinate with US Executive Assistant on weekly meal ordering and office supplies for US HQ team
• Assist with special projects and on-site activities for both India and US teams
• Support implementation of administrative processes and systems

Executive assistant:

• Provide comprehensive support to key office leadership and US leadership on various projects and tasks
• Liaise with internal teams, business partners, and external vendors/service providers as needed
• Handle routine inquiries and provide information to staff and service providers
• Assist with engagement events and activities from preparation through execution to post-event actions
• Take detailed meeting minutes and manage follow-up actions
• Support key office leadership with calendar and meeting management
• Perform various administrative and support tasks as required

What you'll need

• Bachelor's degree in any field
• Relevant working experience in office management or executive assistant roles
• Excellent communication skills with strong stakeholder relationship management abilities
• Strong organizational and multitasking capabilities
• Ability to work effectively across different time zones with US-based teams
• Must be willing to work in Bengaluru, India
• Proficiency in office management software and administrative tools

Nice to have

• Experience working with international or distributed teams
• Background in supporting C-level executives
• Experience coordinating events and special projects
• Knowledge of IT asset management and inventory systems
• Experience in a startup or fast-growing company environment

Why join us

• Work on a cutting-edge tax tech platform that's transforming the industry
• Be part of a collaborative, mission-driven team
• Competitive compensation and benefits
• Growth opportunities in operations and administration
• Opportunity to work with both India and US leadership teams
• Play a key role in building and scaling our India office operations

Equal Opportunity Employer - M/F/D/V

As a global business, we rely on diversity of culture and thought to deliver on our goals. To ensure we can do that, we seek talented, qualified employees in all our operations around the world regardless of race, color, sex/gender, including pregnancy, gender identity and expression, national origin, religion, sexual orientation, disability, age, marital status, citizen status, veteran status, or any other protected classification under applicable law. We also make reasonable accommodations for qualified individuals with disabilities and for sincerely held religious beliefs in accordance with applicable law.

We trust our team with sensitive information, so all candidates who receive and accept employment offers must complete a background check before joining us.