Executive Assistant

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

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.

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.

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.