Executive Assistant / Junior Project Coordinator, G&A

Executive Assistant / Jr Project Coordinator, G&A

Are you ready to be the strategic right hand to multiple leaders while driving high-impact projects forward? We're seeking an organized and dynamic Executive Assistant / Jr Project Coordinator to join our General & Administrative (G&A) team. This hybrid role puts you at the center of our operations, where you'll provide essential support to G&A leaders while coordinating projects that shape our company's future. If you thrive in fast-paced environments and love wearing multiple hats, this opportunity offers the perfect blend of executive support and project management.

About the Team

The G&A team encompasses Accounting, Finance, Legal, People, and PMO functions – we're the trusted stewards of CircleCI who bring empathy, curiosity, and strategic thinking to everything we do. We ask the tough questions and pursue balanced approaches to corporate governance while driving shareholder value.

We work collaboratively to guide CircleCI's growth in ways that benefit our employees, shareholders, and customers. Our mission extends beyond our own work – we empower others across the organization to ask critical questions, take time to define problems clearly, and stay vigilant in their decision-making.

What you'll do

Administrative Support for G&A Leaders

• Schedule and coordinate meetings, appointments, and travel arrangements for multiple G&A leaders, optimizing their time and productivity
• Manage incoming communications and correspondence, prioritizing items and ensuring timely responses
• Prepare, format, and maintain documents and presentations with precision and attention to detail

Project Coordination for G&A Initiatives

• Assist in planning, executing, and monitoring multiple G&A projects while ensuring adherence to timelines and deliverables
• Maintain project plans, update stakeholders on progress, and deliver reports on key metrics and milestones
• Organize and facilitate project meetings, create agendas, document meeting minutes, and track action items
• Collaborate with team members to identify resource requirements and coordinate project logistics

Data Management & Analysis

• Maintain and update project documentation, administrative databases, and G&A records with accuracy and accessibility in mind
• Generate and analyze reports to assess project performance and operational efficiency within the G&A department

Cross-Functional Collaboration

• Serve as a key point of contact for various departments and teams, facilitating communication and collaboration on G&A initiatives
• Identify opportunities for improvement in administrative and project processes, contributing to implementation strategies that enhance efficiency

Who you are

• You bring 5+ years of experience as an Executive Assistant supporting C-level executives (CEO, CFO, or similar). Experience supporting Accounting or Finance executives is a plus
• You're naturally curious and eager to learn something new every day
• You have experience working in technology or technology-focused companies with globally distributed, dynamic teams passionate about helping customers
• You've thrived in fast-paced office environments working with senior executives who navigate packed meeting and travel schedules
• You're proficient with G-suite (Gmail, docs, spreadsheets, slides), Zoom, Slack, expense/travel systems, and familiar with project management and communication tools
• You possess exceptional organizational and time management skills with the ability to prioritize tasks effectively
• You have experience handling sensitive information and maintaining confidentiality
• You communicate clearly and precisely, both verbally and in writing, with keen attention to detail
• You work independently while also being a collaborative team player
• You hold a bachelor's degree (preferred)

About CircleCI 

CircleCI is the world’s largest shared continuous integration/continuous delivery (CI/CD) platform, and the hub where code moves from idea to delivery. As one of the most-used DevOps tools - processing more than 1 million builds a day - CircleCI has unique access to data on how engineering teams work, and how their code runs. Companies like

Spotify, Coinbase, and BuzzFeed use us to improve engineering team productivity, release better products, and get to market faster. Founded in 2011 and headquartered in downtown San Francisco with a global, remote workforce, CircleCI is venture-backed by Base10, Greenspring Associates, Eleven Prime, IVP, Sapphire Ventures, Top Tier Capital Partners, Baseline Ventures, Threshold Ventures, Scale Venture Partners, Owl Rock Capital, Next Equity Partners, Heavybit and Harrison Metal Capital.

CircleCI is an Equal Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local law.