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AdTech • Cloud • Digital Media • Information Technology • News + Entertainment • App development
Support the VP of Sales and EVP & General Manager through complex calendar management, domestic and international travel coordination, expense reporting, meeting preparation, stakeholder communication, event logistics, filing, and action-item follow-up. The role requires discretion, strong organization, proactive problem-solving, and flexibility in a fast-moving global environment. This is a fixed-term contract through January 2027 with a hybrid schedule requiring at least four office days per week.
Top Skills:
Expense Management SystemsExcelMicrosoft OutlookMicrosoft Powerpoint
Professional Services • Transportation • Consulting • Design
Supports the CEO of the Americas Region with complex calendar management, international travel, visa coordination, expense reporting, executive documents, briefing materials, meetings, events, confidential files, and personal administrative tasks. The role requires discretion, strong organization, international immigration knowledge, communication skills, and occasional travel availability in a fast-paced multicultural environment.
Top Skills:
DocusignMicrosoft Office SuiteMicrosoft TeamsSharepoint
Edtech • Professional Services
Provides autonomous, proactive administrative support to senior management. Responsibilities include managing schedules, meetings, correspondence, travel, files, communications, reports, presentations, translations, and confidential strategic projects. Coordinates office operations, develops procedures, prepares meeting minutes and official documents, supports committees, conducts research and analysis, and maintains effective filing and follow-up systems. Requires bilingual English and French communication, strong writing, organization, judgment, and computer skills.
Provide high-level administrative support to multiple executives: manage complex calendars, coordinate meetings and travel, handle correspondence, process expenses and documents, track action items, and improve administrative workflows to support technical and business teams.
About Xanadu:
Xanadu’s mission is to build quantum computers that are useful and available to people everywhere.
At Xanadu, we are learners, innovators, researchers, collaborators and problem solvers. We are creating something that has never been built before. What we are doing is extremely hard, the classic moon shot. Few people in their life will be able to be a part of something like this, where if we are successful, the technologies we develop will solve some of the world’s most challenging problems and literally change the world. And that is something to be excited about!
Your role and responsibilities:As an Executive Assistant, you will provide high-level administrative support to multiple leaders within our technical and business teams. You will act as a central hub of coordination, ensuring that our leadership can focus on the "moon shot" while you handle the operational complexities.
- Complex Calendar Management: Proactively manage and coordinate intricate calendars for multiple executives, balancing conflicting priorities and optimizing their daily schedules.
- Meeting & Event Coordination: Organize internal and external meetings, including room bookings, catering, and tech setup, while ensuring agendas are distributed and action items are tracked.
- Travel & Logistics: End-to-end management of domestic and international travel arrangements, including flights, accommodations, and detailed itineraries.
- Correspondence & Gatekeeping: Serve as a professional point of contact for the team, managing incoming inquiries and ensuring timely communication with both internal and external stakeholders.
- Expense & Document Management: Process expense reports, manage digital filing systems, and assist in the preparation of presentations or reports.
- Process Improvement: Identify opportunities to streamline administrative workflows to better support the growing needs of multiple departments.
- Professional Experience: 5+ years of experience in an Executive Assistant or similar administrative role, with 2+ years of experience working within a publicly traded company, with a strong understanding of corporate governance, compliance requirements, and the pace of a regulated environment.
- Multitasking Ability: Ability to operate in a fast-paced environment and manage multiple competing priorities/deadlines with a high degree of accuracy.
- Technical Proficiency: Strong expertise in Google Workspace (Calendar, Docs, Sheets) and experience with modern communication tools like Slack and Zoom.
- Organizational Skills: Exceptional attention to detail and a proactive approach to problem-solving.
- Communication: Excellent written and verbal communication skills, with the ability to interact professionally with diverse teams and high-level stakeholders.
- Discretion: Demonstrated ability to handle confidential information with the utmost integrity.
- Experience working in a high-growth tech startup or a research-heavy environment.
- Familiarity with project management software (e.g., Asana, Jira, or Notion).
- Experience coordinating large-scale team events or offsites.
- A personal interest in quantum computing, science, or deep tech industries.
This is for a new position. Your base salary will be determined based on your location, experience, and internal benchmarks. The base salary range is 75,000 - 100,000 CAD. You will also be eligible for equity and benefits.
What you need to know about the Toronto Tech Scene
Although home to some of the biggest names in tech, including Google, Microsoft and Amazon, Toronto has established itself as one of the largest startup ecosystems in the world. And with over 2,000 startups — more than 30 percent of the country's total startups — Toronto continues to attract new businesses. Be it helping entrepreneurs manage their finances, simplifying business operations by automating payroll or assisting pharmaceutical companies in launching new drugs, the city's tech scene is just getting started.
