Operations Coordinator

*Important Note* Preference for immediate start and the ability to work full time. Must be able to come to the office in SoHo in person 4-5 days per week. Part-time applicants will not be considered; approximately 40 hours per week expected (9am-6pm).

InstaLILY is seeking a thoughtful and highly organized Operations Coordinator to support the day-to-day execution of internal operations, scheduling, and office management. You’ll play a key role in keeping our team aligned and our systems running smoothly—ensuring meetings, logistics, and communications happen seamlessly across the company.

This is a high-trust, execution-focused role for someone who thrives in fast-paced environments, communicates with polish, and brings precision to their work. You’ll be at the center of company operations, ensuring critical meetings happen, follow-ups are tracked, and our physical workspace reflects the high standards of our team. This is an opportunity to report directly to the Chief of Staff and play an integral role in how a high-performing leadership team operates by helping shape priorities, scale systems, and strengthen the internal engine of a category-defining AI company.

What We Offer

• Ownership and Visibility: Take point on operational work that directly support the Chief of Staff, CEO, and COO.
• Dynamic Scope: Touch everything from scheduling and hiring logistics to internal comms and office culture.
• Fast-Growth Environment: Join a high-caliber team building the next generation of enterprise AI infrastructure.
• Long-Term Growth: Build a strong foundation for future roles in internal operations, program management, or team enablement.

Key Responsibilities

Office of the CEO & COO – Scheduling & Inbox Management

• Manage and triage inboxes - identify priorities, draft polished responses and turn conversations into actionable next steps
• Own and optimize calendars for CEO and COO - proactively prioritize meetings to align with business objectives
• Coordinate high-volume scheduling with precision across time zones, resolving conflicts and anticipating needs
• Prepare meeting material (agendas, briefing docs, decs) so leadership walks in ready to drive impact
• Handle travel planning, reservations, and logistics for speaking events, client visits, or offsites
• Track cross-functional to-dos and ensure operational items stay ahead of time and on track

Office Management

• Oversee NYC office operations—supplies, guest coordination, vendor communication, and workspace maintenance
• Manage desk setups, onboarding logistics, and in-office team rituals (e.g., team lunches, all-hands setups)
• Keep the physical workspace organized, welcoming, and optimized for productivity

Internal Coordination & Team Enablement

• Support hiring coordination, including interview scheduling, candidate communications, and onboarding flow
• Maintain shared internal calendars and operational documentation
• Help execute team events, leadership offsites, and milestone moments
• Act as a dependable point of contact across teams for internal logistics and ad hoc needs

Who You Are

• Exceptionally organized and operationally minded—you love calendars, checklists, and structure
• Polished and professional communicator—you write clearly and represent leadership well
• Comfortable navigating ambiguity and juggling multiple responsibilities with poise
• Trustworthy and discreet—you handle confidential information with care
• Proficient in Google Workspace, Slack, and other AI or internal tools
• 1–2+ years of experience in operations, administrative coordination, or people/logistics support roles preferred

About InstaLILY

InstaLILY AI is a Google top 15 global AI startup empowering enterprises to worker smarter and faster through vertical autonomous AI agents. Our Multi-Agent Platform helps large distribution B2B teams quickly adopt and scale AI. Based in New York City, we’re building the automation infrastructure powering the next generation of enterprise workflows.