Executive Assistant

Circleback•San Francisco, CA

3d•Onsite

About The Position

Circleback is building the source of truth for everything said at a company–starting with best-in-class AI meeting notes, action items, and search. Every company runs on conversations — meetings, calls, emails — but almost none of that context is usable after the fact. We’re building the platform that captures, organizes, and acts on all of it, so teams can actually use what they know. We're a small team backed by Y Combinator. Profitable, growing virally, and thousands of paying customers including PostHog, Browserbase, Gumloop, and more. Why join We ship fast with a high bar for quality. Small team, large problem: the category we're building didn't exist a few years ago. Profitable and growing virally through word of mouth, not paid acquisition. Build software people actually love and use every day. Free lunch and dinners, competitive salary and equity. Flexible health coverage and 401K matching. We're looking for an Executive Assistant to keep Circleback running. You'd be the first person in this role, and it's broad by design: you'll work directly with the CEO, manage hiring logistics, the office, our finances, team events, and the experience customers have when they walk in the door. Anything that would otherwise slow the team down becomes yours to solve. We're a small team that ships fast. The constraint is rarely effort–it's time and focus. Your job is to give the team more of both: take work off people's plates and run the operational machine in the background, with the same care we put into the product. This role is in-person at our San Francisco office.

Requirements

Resourceful and high-agency. You don't wait to be told what to do next–you see what needs doing and handle it.
Experience juggling a lot of moving pieces, probably at a startup or in a fast-paced operations or assistant role.
The kind of person other people rely on to remember the thing they forgot.
Maniacally organized and detail-orientated.
Ability to hold a dozen competing priorities at once, know which one matters most right now, and bring order to chaos without being asked.
Warm and great with people.
Trustworthy with sensitive information–calendars, comp, finances–and you exercise good judgment without needing a rulebook.
Care about craft. Treat running an office and a back-office the way a good engineer treats code: build systems that compound, automate the repetitive stuff, and make things a little better every week.

Responsibilities

Run hiring logistics–source candidates, schedule interviews and work trials, and handle onboarding and offboarding
Keep payroll and people admin running smoothly
Manage office operations–food, drinks, supplies, and vendors (part-time office manager, cleaner, and anyone else we work with)
Invite and greet customers for fireside chats every Friday–and make every visit feel effortless and welcoming
Give product demos and manage inbound sales (product questions, security questionnaires)–you'll often be the first person a prospective customer talks to
Help organize team events and offsites people actually look forward to
Help keep our finances in order–expenses, invoices, reimbursements, and working with our bookkeeper
Co-ordinate security assessments, certifications, and enterprise customer onboarding
Own swag end to end–design, ordering, and inventory
Manage CEO's calendar/inbox