Supports founders by managing calendars, travel, meetings, expenses, follow-ups, and priorities. Coordinates hiring activities, sources candidates, schedules interviews, maintains recruiting records, and supports onboarding. Runs office operations including vendors, supplies, equipment, visitors, and events. Develops processes, conducts research, compares vendors, and advances operational projects with sound judgment and discretion.
As our Executive Assistant & Operations Lead, you’ll work directly with the founders to keep their time focused, our hiring moving, and the company running smoothly.
You’ll manage calendars and follow-ups, coordinate interviews, help find candidates, run office operations, and take ownership of projects that need someone to move them forward. This is a hands-on role for someone who notices what needs doing, exercises good judgment, and follows through without repeated reminders.
- Support the founders. Manage calendars, triage incoming requests, coordinate travel, prepare meeting materials, and handle expenses. Understand priorities and protect time for the work that matters.
- Keep commitments moving. Track action items, deadlines, and follow-ups across founders, teammates, and external partners. Resolve routine issues independently and flag decisions that need attention.
- Own hiring coordination. Keep job postings and candidate records current in Gem, schedule interviews, coordinate candidate visits, collect feedback, and keep candidates informed.
- Help us recruit. Research and source candidates, run targeted outreach, coordinate with recruiting agencies, and conduct initial conversations where appropriate.
- Run the office. Manage vendors, supplies, equipment, visitor logistics, and day-to-day office needs. Organize team events and offsites.
- Make joining the team easy. Coordinate onboarding paperwork, equipment, accounts, and first-week logistics with the relevant teammates and providers.
- Improve how we operate. Build simple processes for recurring work and take on research, vendor comparisons, and other operational projects with the founders.
- Experience in executive support, recruiting coordination, office management, or startup operations, including direct work with founders or senior leaders.
- Strong organization and attention to detail across competing priorities.
- Clear written communication and confidence working with candidates, customers, investors, and vendors.
- Good judgment about what to handle independently, what to escalate, and what can wait.
- Discretion with confidential candidate, employee, and company information.
- Comfort learning new tools and using AI to make routine work more efficient.
- Willingness to move between scheduling, recruiting, office logistics, and projects as priorities change.
- Experience sourcing candidates or supporting technical hiring is a plus.
- Work directly with experienced founders with AWS, FAIR, and Hugging Face backgrounds.
- Own the processes that help a growing AI company hire and operate effectively.
- Build broad experience across recruiting, company operations, and executive support.
- Competitive compensation and equity.
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What you need to know about the Ottawa Tech Scene
The capital city of Canada and the nation's fourth-largest urban area, Ottawa has proven a rapidly growing global tech hub. With over 1,800 tech companies, many of which are leaders in their sectors, the city's tech talent now makes up more than 13 percent of its total workforce. This growth is driven not only by the big players like UL Solutions and Dropbox, but also by a thriving startup ecosystem, as new businesses emerge to follow in the footsteps of those that came before them.
