Executive Assistant

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 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.

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.