Executive Assistant

Role overview

Circleback is hiring its first Executive Assistant to help keep the company running smoothly. This is a wide-ranging role by design, supporting the CEO directly while also taking ownership of hiring coordination, office operations, financial admin, team events, customer-facing hospitality, and other tasks that would otherwise slow the team down.

The company is a small, fast-moving team where the main constraint is usually time and focus. In this role, you will help create more of both by taking work off people’s plates and running the operational side of the business quietly and reliably in the background. This position is based in person at the San Francisco office.

Key responsibilities

• Coordinate hiring workflow, including candidate sourcing, interview scheduling, work trial setup, onboarding, and offboarding.
• Support payroll and people administration so routine HR processes stay organized and on track.
• Oversee day-to-day office needs such as food, beverages, supplies, vendors, the part-time office manager, the cleaner, and any other service partners.
• Welcome visitors for Friday fireside chats and make each customer visit smooth, friendly, and professional.
• Assist with product demos and inbound sales conversations, including product questions and security questionnaires, often serving as the first point of contact for prospects.
• Plan team events and offsites that people will genuinely enjoy.
• Keep financial operations organized by handling expenses, invoices, reimbursements, and coordination with the bookkeeper.
• Manage security assessments, certifications, and onboarding for enterprise customers.
• Own the swag process end to end, including design, ordering, and inventory management.
• Maintain and manage the CEO’s calendar and inbox.

What makes someone successful here

The ideal candidate is self-directed, resourceful, and comfortable taking initiative. You notice what needs attention and act on it without waiting to be assigned. Experience juggling many moving parts in a startup, operations role, or assistant position will be especially valuable.

You should be highly organized, extremely attentive to detail, and able to manage several priorities at once while knowing what needs attention first. The role also calls for warmth, strong interpersonal skills, and the ability to represent Circleback well to both customers and candidates.

Because this position involves calendars, compensation, finances, and other sensitive information, discretion and good judgment are essential. Circleback also values a craft mindset: the ability to build better systems, reduce repetitive work, and improve processes over time.

About Circleback

Circleback is building a central record of everything said inside a company, beginning with AI-powered meeting notes, action items, and search. The long-term vision is a platform that captures, organizes, and helps teams act on the context from meetings, calls, emails, and other conversations so that company knowledge becomes genuinely usable.

The company is backed by Y Combinator, profitable, growing through word of mouth, and used by thousands of paying customers including PostHog, Browserbase, Gumloop, and others.

Why consider joining

• The team ships quickly while maintaining a strong quality bar.
• This is a small team working on a large problem in a category that is still emerging.
• The business is profitable and expanding through organic growth.
• The product is used and appreciated by customers on a daily basis.

Compensation

The expected compensation range for this role is $100,000 to $140,000 per year.