Executive Assistant & Office Manager

ABOUT THE ROLE

As the Executive Assistant & Office Manager, you will provide administrative support to the executive leadership team while ensuring smooth day-to-day operations in the Toronto office. You will play a key role in enabling the executives to focus on driving company growth and strategy, and you will be the go-to person for ensuring the Toronto office runs like clockwork.

RESPONSIBILITIES

Executive Assistant Support

• Provide shared administrative support to members of the executive leadership team, including the COO, CRO, CSO, VP Sales, VP Engineering, VP Finance and others as required.
• Support executives with scheduling, calendar coordination, travel arrangements, and general operational support.
• Coordinate domestic and international travel, including flights, accommodations, and itineraries for the team.
• Coordinate across teams to support executive initiatives, deadlines, and information flow.
• Assist with planning, coordination, and execution of meetings and events.
• Track, prepare, and submit expense reports to ensure timely reimbursement.
• Prepare reports, documents, and presentations as requested.
• Handle confidential and sensitive information with discretion and sound judgment.
• Provide ad hoc administrative support to the broader team as needed.
• Support additional projects and responsibilities as assigned.

Office Management & Facilities

• Own day-to-day operations of the Toronto office to ensure a productive, well-functioning work environment.
• Manage office supplies, equipment, and vendor relationships, including ordering, maintenance, and repairs.
• Coordinate office usage and ensure facilities are clean, functional, and appropriately maintained.
• Serve as the primary liaison with the landlord and building management on maintenance and facilities matters.
• Track and manage office-related budgets and expenses.
• Coordinate office and facilities aspects of employee onboarding and offboarding in partnership with People and IT.
• Organize and support internal and external events, meetings, and employee activities in the office.
• Manage incoming and outgoing mail and packages.
• Oversee meeting room bookings and the shared office calendar.
• Identify opportunities to improve office and administrative processes and implement efficiencies as appropriate.
• Take on additional office and facilities responsibilities as needed.

QUALIFICATIONS

• 3+ years of experience in executive assistance, office management, or a similar role.
• Strong organizational skills and attention to detail.
• Ability to multitask, prioritize, and thrive in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficient in Google Workspace, Microsoft Office, Notion, and Slack.
• Experience with event coordination and travel management.
• A proactive and positive attitude with the ability to work both independently and as part of a team.
• Ability to maintain confidentiality and discretion in handling sensitive matters.
• Available to work onsite 5-days a week at our office in Toronto.

WHY JOIN SPELLBOOK?

• Embrace autonomy and accountability in a flexible work environment; we focus on outcomes and empower you to determine how to get the job done
• Access our company-paid group benefits for you and your family, with $1,000 towards mental health support
• Disconnect during our holiday closure and take advantage of our generous time off policies throughout the year
• Enjoy monthly paid meals, an annual wellness allowance to support your well-being and parental leave top-ups as your family grows
• Secure your stake in our success; you’ll receive competitive stock option grants as a pivotal early employee