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About the Role
This Executive Assistant role is pivotal for Circleback's operations, working directly with the CEO. It encompasses managing hiring, office operations, finances, team events, and customer experience. The primary goal is to enhance team efficiency by handling operational tasks with the same dedication applied to product development. This role is in-person at our San Francisco office.
Responsibilities
- Manage hiring logistics, including candidate sourcing, interview scheduling, work trials, onboarding, and offboarding.
- Ensure smooth payroll and people administration.
- Oversee office operations, including food, drinks, supplies, and vendor management.
- Welcome and greet customers for fireside chats, ensuring a welcoming experience.
- Conduct product demonstrations and manage inbound sales inquiries, including product questions and security questionnaires.
- Organize engaging team events and offsites.
- Maintain financial order, handling expenses, invoices, reimbursements, and coordinating with the bookkeeper.
- Coordinate security assessments, certifications, and enterprise customer onboarding.
- Manage company swag from design to inventory.
- Handle the CEO's calendar and inbox.
Requirements
- Resourceful and proactive, identifying and addressing needs independently.
- Proven ability to manage multiple complex tasks, ideally in a startup or fast-paced operations/assistant role.
- Highly organized and detail-oriented, with a system to prevent oversight.
- Capable of prioritizing competing demands and bringing order to chaos.
- Possesses strong interpersonal skills, creating welcoming experiences for customers and candidates.
- Trustworthy with sensitive information, including calendars, compensation, and finances.
- Exercises sound judgment without extensive guidelines.
- Committed to craft, building scalable systems, automating repetitive tasks, and continuous improvement.
Skills
- Resourcefulness
- Proactivity
- Multitasking
- Organization
- Detail-orientation
- Prioritization
- Interpersonal communication
- Trustworthiness
- Judgment
- System design
- Automation
- Process improvement
- Hiring coordination
- Payroll management
- Office management
- Customer service
- Product demonstration
- Sales support
- Event planning
- Financial administration
- Security coordination
- Certification management
- Onboarding (customer/employee)
- Inventory management
- Calendar management
- Email management
Location
- San Francisco office
- In-person
Work Type
- In-person
Experience Level
- Experience in a startup or fast-paced operations or assistant role
About the Company
- Circleback is developing a platform to be the source of truth for all company conversations, starting with AI meeting notes, action items, and search.
- The platform aims to capture, organize, and action context from meetings, calls, and emails to enhance team knowledge utilization.
- A small team backed by Y Combinator.
- Profitable, experiencing viral growth, and serving thousands of paying customers including PostHog, Browserbase, and Gumloop.
- Ships fast with a high bar for quality.
- Addresses a large problem in a newly emerging product category.
- Offers software that users love and use daily.