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Executive Assistant

Circleback -
San Francisco, CA

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Job Details

Full-time
$100,000 - $140,000 a year

Qualifications

Office supply management
Employee onboarding
Customer communication
Sourcing
Product presentation
Confidential information handling
Office activity coordination
Customer relationship building
Client onboarding
Software product demonstrations
Startup experience
Inventory management
Operations coordination
Client rapport building
Greeting customers
Executive administrative support
Mid-level
Expense reports
Task prioritization
Financial record maintenance
Customer engagement
Overseeing payroll
Implementing HR recruitment processes
Office supply ordering
Initial Contact (sales skills)
Recruiting
Candidate sourcing
Corporate event planning
Managing executive calendars
Guest rapport building

Full Job Description

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.

What you'll do

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

Who you are

You're resourceful and high-agency. You don't wait to be told what to do next–you see what needs doing and handle it. You've juggled a lot of moving pieces before, probably at a startup or in a fast-paced operations or assistant role, and you're the kind of person other people rely on to remember the thing they forgot.

You're maniacally organized and detail-orientated. You have a system, and it ensures nothing falls through the cracks–ever. You can hold a dozen competing priorities at once, know which one matters most right now, and bring order to chaos without being asked.

You're warm and great with people. You'll be the face of Circleback to customers who visit and to candidates going through our process, and you make both feel taken care of. You're trustworthy with sensitive information–calendars, comp, finances–and you exercise good judgment without needing a rulebook.

You care about craft. You 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.

About Circleback

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 meeting will be AI-enabled. But meeting notes are just the beginning. We're building toward something larger: a platform that captures, organizes, and actions on the context from all conversations across a company–meetings, calls, emails–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 product category we're building didn't exist until recently
Profitable and growing virally through word of mouth
Software that people actually love and use daily

If you care about craft and want to build something ambitious with a small team that moves quickly, we'd like to hear from you.

Compensation Range: $100K - $140K

Quick Apply

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