Executive Assistant

Xanadu; Toronto; On-site; CAD 75,000 - 100,000; Full time

Benefits offered by this job

Equity

Benefits

Job summary

Xanadu, a Canadian quantum computing company, is hiring an Executive Assistant to support multiple leaders in our fast-growing tech and research teams. You will coordinate calendars, meetings, travel, and gatekeep communications to let executives focus on the moon shot.

Ideal candidates have 5+ years of executive support, experience in regulated environments, and strong Google Workspace skills. We value discretion, superb organization, and proactive problem-solving in a high-growth startup.

Qualifications

• 5+ years as an Executive Assistant or similar admin role.

Responsibilities

• Proactively manage calendars for multiple executives and align priorities.
• Organize internal and external meetings, bookings, catering, and tech setup.
• Handle domestic and international travel arrangements and itineraries.
• Serve as primary point of contact for inquiries and stakeholder communications.
• Process expense reports and assist in preparing presentations.
• Identify and implement improvements to administrative workflows.

Skills

Google Workspace

Slack

Zoom

Calendar management

Communication skills

Discretion

Multitasking

Problem solving

Tools

Asana

Jira

Notion

Job description

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.

Basic qualifications and experience:

• 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.

Preferred qualifications and experience:

• 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.

Our values are important. They are fundamental and lay the foundation for culture at Xanadu. Learn more about our values here.

We are an equal opportunity employer and encourage candidates of all backgrounds to apply. We are committed to building an inclusive, safe, and equitable culture and fostering an environment where our employees feel included, valued, and heard. We are committed to meeting the needs of all individuals and support a barrier-free workplace. Should you require accommodations at any point during the recruitment process please contact Recruiting at [e-mail].

Please be advised that we may use artificial intelligence (AI) tools to assist in the screening and assessment of applicants for this position. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.