Executive Assistant and Operations Coordinator

You will place and track orders, obtain quotes, issue purchase orders, receive shipments, and coordinate international shipping and customs. You will manage executive calendars, travel, hiring logistics, and meeting action items. You will organize contracts and invoices, run office administration, onboard hires, maintain accounting records, and build efficient administrative systems and checklists.

Responsibilities

• Place and track orders for parts, materials, tools, and equipment
• Request quotes, compare suppliers, issue purchase orders, and follow up on lead times
• Receive shipments and resolve late, damaged, or incorrect deliveries
• Coordinate international shipping, customs, and brokerage
• Maintain categorized expense and purchase-order records matched to receipts and invoices
• Manage the CEO's and CTO's calendars and schedule meetings
• Book and organize travel
• Support hiring logistics and interview scheduling
• Track meeting action items and follow up
• Organize contracts, NDAs, vendor forms, invoices, and filings
• Manage office supplies, deliveries, visitors, facilities, and service providers
• Onboard new hires and handle equipment, accounts, paperwork, and first-day logistics
• Maintain records with the accountant and bookkeeper
• Build systems and checklists for recurring administration

Requirements

• Experience in executive assistance, administration, office management, operations, or purchasing
• Experience with Google Workspace and spreadsheets
• Discretion and sound judgment with confidential information
• Physical presence at the Ottawa facility
• Ability to lift and move incoming shipments and supplies

Benefits

• Equity of 0.05% to 0.4%