Executive Assistant & Office Lead

Altis Labs; Toronto; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive pay

Medical, vision, dental insurance

4 weeks vacation per year

Hybrid work model (2–3 days in Toronto

Job summary

Altis Labs, a Toronto-based AI-imaging company, is seeking an Executive Assistant to support our senior leadership with calendars, travel, events, and day-to-day operations. This hybrid role is based in our Toronto office 2–3 days per week, reporting to our VP, Finance & Operations.

You will manage office logistics, vendor relationships, HR onboarding, and light IT/compliance tasks while helping coordinate company communications and team events.

Qualifications

• 3+ years of experience as an Executive Assistant or in a similar administrative/coordination role.
• Undergraduate degree from a top-tier university.
• Self-starter with ownership and the ability to work with ambiguity.
• Highly organized and detail-oriented with the ability to manage multiple moving pieces.
• Excellent written and verbal communication skills.
• Experience supporting HR processes (e.g., scheduling interviews, onboarding).
• Comfort coordinating with external vendors and leveraging AI tools.
• Based in the Toronto area and able to work from the office 2–3 days per week.

Responsibilities

• Provide day-to-day administrative support to senior leadership—calendars, meetings, travel.
• Be the first point of contact for the Toronto office; manage supplies and vendors.
• Plan and execute team events, offsites, and celebrations with budget tracking.
• Assist with light HR tasks like onboarding and policy communications.
• Support IT/compliance needs and help prepare information for audits.
• Assist with marketing tasks: update website content and social posts.
• Coordinate interviews and onboarding logistics for new hires.
• Take on ad hoc projects to support the broader team.

Job description

What We Do

We build AI models to enable smaller, faster, and more successful clinical trials.

About Altis Labs

Altis Labs is a computational imaging company focused on improving how oncology trials measure treatment benefit. Our core technology is IPRO, an AI model that generates patient-level outcome predictions directly from routine medical imaging data. Our global biopharma customers use IPRO to predict efficacy, navigate billion-dollar development decisions with confidence, and move their most promising therapies through Phase I–III trials faster. IPRO is trained on the industry’s largest real-world imaging, clinical, and outcomes database, containing over 210 million longitudinal images and more than one million patient-years of linked outcomes.

Our multidisciplinary team of AI scientists, clinicians, and business operators is on a mission to get the most effective treatments to patients sooner. We collaborate closely with academic medical centers and co-publish our results at top-tier medical conferences.

Altis is headquartered in Toronto, serves 6 of the top 20 global biopharmaceutical companies, and is backed by leading life sciences and technology investors.

About The Role

Altis is looking for an Executive Assistant to be the backbone of how our Toronto office runs. You'll support our senior leadership team's calendars, travel, and day-to-day logistics and take ownership over how the broader operation runs: office life, team events, hiring and onboarding, and the operational odds and ends that keep a growing company moving. We're a small, fast-moving team, so we're looking for a true self-starter — someone who spots a gap and fills it and is comfortable with ambiguity. This role is hybrid, based in our Toronto office 2–3 days per week, and reports to our VP, Finance & Operations.

What You’ll Do

• Provide day-to-day administrative support to the senior leadership team — managing calendars, scheduling meetings, and coordinating travel
• Serve as the first point of contact for the Toronto office — manage supply inventory, vendor relationships, and general office upkeep so the space runs smoothly
• Plan and execute team events, offsites, and celebrations, from logistics to budget tracking
• Provide light HR administrative support — maintaining employee records and assisting with company policies and internal communications
• Support light IT and compliance needs — from keeping company equipment organized to helping pull together information the team needs for compliance or audit requests
• Assist with light marketing tasks — updating website content, drafting and scheduling social media posts, and supporting internal and external communications
• Support hiring and onboarding — coordinate interview scheduling, communicate with candidates, and manage new-hire onboarding logistics (equipment, workspace setup, first-day experience)
• Take on ad hoc projects and administrative tasks that support the broader team

What You Bring

• 3+ years of experience as an Executive Assistant or in a similar administrative/coordination role, supporting senior leaders in a fast-paced environment
• Undergraduate degree from a top-tier university
• A true self-starter with a “figure it out” attitude — you take ownership without needing a lot of direction
• Highly organized and detail-oriented, with the discipline to keep multiple moving pieces on track
• Excellent written and verbal communication skills
• Comfort supporting hiring and HR processes (e.g., scheduling interviews, onboarding new hires)
• Comfort coordinating with a variety of outside vendors as needed
• Comfortable leveraging AI tools to work smarter and move faster — for research, drafting, scheduling, or problem-solving
• Basic familiarity with website content management systems and social media platforms, or willingness to learn
• Excited to work in a small, fast-moving team where the role — and your responsibilities — will evolve as we grow
• Based in the Toronto area, with the ability to work from our office 2–3 days per week

Nice to Have

• Experience supporting a fast-growing startup or small company
• Prior exposure to recruiting coordination or HR operations
• Experience creating or scheduling content for social media or company websites
• Exposure to basic IT/device management or compliance and audit support work
• Experience with tools like Notion, Google Workspace, or similar productivity/collaboration platforms

Benefits

• Competitive pay
• Coverage for medical, vision, and dental insurance
• 4 weeks of vacation per year
• Hybrid work model (2–3 days/week in our Toronto office)