Executive Assistant

White Circle; Paris; On-site; EUR 55,000 - 75,000; Full time

Benefits offered by this job

Paid time off in line with local laws

Top-tier health insurance in France

All necessary hardware and tools

Subscriptions for AI agents

Team off-sites twice yearly

Job summary

White Circle in Paris is seeking an Executive Assistant to support operational and personal logistics in a fast-moving environment. You will own scheduling, travel coordination, research, bookings, and a range of day-to-day tasks.

Fluent in English and French, you are highly responsive, adaptable to ambiguity, and able to make decisions independently. You will work asynchronously and across time zones as needed.

Qualifications

• Fluent in English and French, both mandatory.
• Highly responsive and reliable.
• Able to navigate ambiguity and changing priorities.
• Capable of independent decision-making without detailed instructions.
• Clear and concise communication; highly organized and detail-oriented.

Responsibilities

• Coordinate meetings, calendars, and inboxes.
• Handle travel planning (flights, hotels, logistics).
• Research and compare services and products.
• Book reservations, appointments, and meetings.
• Manage operational and administrative tasks quickly and independently.
• Organise information and summarize options clearly.
• Help reduce day-to-day operational friction across a wide range of areas.

Skills

Fluent English

Fluent French

Job description

TLDR: We’re looking for an Executive Assistant to help handle operational and personal logistics in a fast-moving, highly async environment. You’ll own scheduling, travel coordination, research, sourcing, bookings, and a wide range of day-to-day operational tasks.

About us

White Circle is an AI Safety company building the safety, reliability, and optimization layer for AI systems. At the core of our platform are policies – simple natural-language rules that define what an AI model should and shouldn’t do. We automatically test, enforce, and continuously improve these policies at scale.

• We’ve raised $11M from top funds, founders, and senior leaders at OpenAI, Anthropic, HuggingFace, Mistral, DeepMind, Datadog, Sentry, and others

• We process over one hundred million API calls every month

• We fine-tune and train our own LLMs so they run faster and cheaper than any open or proprietary model

We’re a small, highly focused team. If you want to work deeply on hard problems, see your work ship to production quickly, and influence how AI safety is actually built – you’re the one we need.

You will:

• Coordinate meetings, calendars, and inboxes

• Handle travel planning (flights, hotels, logistics)

• Research and compare services, products, etc.

• Book reservations, appointments, and meetings

• Handle operational and administrative tasks quickly and independently

• Organise information and summarise options clearly

• Help reduce day-to-day operational friction across a wide variety of areas

You’ll fit right in if you:

• Have fluent English and French (both are mandatory)

• Are highly responsive and reliable

• Are comfortable with ambiguity and fast-changing priorities

• Can make decisions independently without needing detailed instructions

• Communicate clearly and concisely

• Are highly organised and detail-oriented

• Are proactive, resourceful, and naturally “figure things out”

• Are comfortable working async and occasionally across unusual hours/time zones

A big plus:

• Experience supporting founders, executives, creators, or startup teams

• Familiarity with AI tools and productivity software

• Experience working remotely in fast-moving online environments

Why White Circle

• Paid time off in line with your local regulations, no matter where you work from

• Best medical insurance in France

• All the hardware, tools, and services you need

• Covered subscriptions for AI agents

• Team off-sites twice a year: we’ve recently been to the Alps and to Saint-Tropez

How we hire

1. Intro call with HR (25 min)

2. Take-home test task

3. Final call with CEO (45 min)