Executive Assistant & Operations Coordinator

Spaceium; Ottawa; On-site; CAD 55,000 - 70,000; Full time

Job summary

Spaceium, a startup building spacecraft systems, seeks an Executive Assistant & Operations Coordinator to keep the company running so engineers can build. You will own purchasing, manage calendars for the CEO and CTO, and handle paperwork for flight hardware in a fast-moving environment.

You'll work directly with the founders daily, coordinate shipping, onboarding, expense records, and administrative systems, ensuring nothing falls through the cracks as Spaceium scales its operations toward

Qualifications

• Experience in an executive assistant, administrative, office management, operations, or purchasing role.
• Exceptional organization: able to juggle many moving pieces without mistakes.
• Clear, professional written and verbal communication.
• Comfort with Google Workspace and spreadsheets.
• Discretion and sound judgement with confidential information.

Responsibilities

• Place and track orders for parts, materials, tools, and equipment; issue purchase orders.
• Manage calendars for the CEO and CTO across time zones; protect focus time.
• Coordinate travel and onboarding for new hires; support hiring logistics.
• Maintain office paperwork, contracts, NDAs, invoices, and filings.
• Log purchases and reconcile expense records with receipts and invoices.

Skills

Executive support

Organization

Communication

Discretion

Google Workspace

Tools

Notion

Slack

Google Workspace

Spreadsheets

Job description

Executive Assistant & Operations Coordinator

At Spaceium, we are building spacecraft systems designed to push the boundaries of what's possible in orbit. As our Executive Assistant & Operations Coordinator, you will keep the company running so our engineers can keep building. You'll own purchasing, run the calendars of our CEO and CTO, and handle the paperwork that comes with building flight hardware at a fast-moving startup. You'll work directly with the founders every day.

Responsibilities

• Place and track orders for parts, raw materials, tools, and equipment, from catalogue suppliers to specialized aerospace vendors
• Request quotes, compare suppliers, issue purchase orders, and follow up on lead times until parts are in the building
• Receive shipments, check them against orders, and chase down anything late, damaged, or wrong
• Coordinate international shipping, customs, and brokerage for imported parts
• Log every purchase and keep our expense and PO records complete, categorized, and matched to receipts and invoices
• Build relationships with our suppliers and find ways to get parts faster and at better prices

Executive support

• Manage the CEO's and CTO's calendars, scheduling meetings with investors, customers, partners, and candidates across time zones
• Protect focus time, resolve conflicts, and make sure they walk into every meeting prepared
• Book and organize travel for conferences, customer visits, and mission campaigns
• Support hiring logistics, including interview scheduling and a great experience for every candidate
• Track action items from meetings and follow up so nothing gets dropped

Office & administration

• Own the office's paperwork (contracts, NDAs, vendor forms, invoices, and filings) and keep it organized, signed, and easy to find
• Keep the office running: supplies, deliveries, visitors, facilities, and service providers
• Onboard new hires, handling equipment, accounts, paperwork, and first-day logistics
• Work with our accountant and bookkeeper to keep records clean for month-end and year-end
• Build simple systems and checklists that make recurring admin faster every time

Basic Qualifications

• Experience in an executive assistant, administrative, office management, operations, or purchasing role
• Exceptional organization: you can juggle many moving pieces and nothing falls through the cracks
• Clear, professional written and verbal communication
• Comfort with Google Workspace (Gmail, Calendar, Drive) and spreadsheets
• Discretion and sound judgement with confidential information

What We're Looking For

We're building technology that hasn't been done before, and that takes a team that never lets details slip. Experience is helpful, but ownership, reliability, and the ability to learn quickly matter more. If you're the person who naturally ends up organizing everything, you love making things run smoothly, and you want to help build spacecraft, we encourage you to apply, whether you're early in your career or more experienced.

Preferred Skills

• Resourceful problem solver with a scrappy, get-it-done approach under tight timelines
• Purchasing or procurement experience at a hardware, manufacturing, engineering, or aerospace company
• Experience supporting founders or senior executives at a startup
• Familiarity with tools like Notion and Slack, and with business banking and expense platforms
• Experience with import documentation, customs brokers, and freight forwarders
• Basic bookkeeping knowledge, or experience working closely with an accountant
• Comfort picking up technical vocabulary. You don't need to be an engineer, but you'll be ordering hardware from engineers' descriptions
• English/French bilingualism is an asset

Additional Requirements

• Extended hours and weekend work may occasionally be required to support critical project and mission milestones.
• This role requires a physical presence at the Ottawa facility.
• Ability to lift and move incoming shipments and supplies.

Compensation

• Salary: $55,000 – $70,000 CAD per year
• Equity: 0.05% – 0.4%

If you want a front-row seat to building a space company and you're the kind of person who keeps everything on track, we'd love to hear from you.