Executive Support & Operations Specialist

Aimsio Inc.; Toronto; Remote; CAD 60,000 - 80,000; Full time

Job summary

An innovative firm is seeking a detail-oriented Executive Support & Operations Specialist to enhance efficiency within their dynamic team. This role involves supporting executives with administrative tasks, onboarding, and employee engagement initiatives while ensuring smooth operations across various departments. As a remote-first organization, the company values flexibility and is committed to fostering a diverse workplace. Join a team that prioritizes meaningful work and supports both people and strategy, where your contributions will have a significant impact on the organization’s success.

Benefits

Full Health and Dental Benefits

Wellness Account

Paid Sick Leave

WeWork Credits

Vacation Days

Flex Days

RRSP/TFSA Group Savings Plan

Qualifications

• 5+ years of experience in HR, Operations, or Executive Assistance.
• Proven ability to manage competing priorities effectively.

Responsibilities

• Coordinate onboarding and employee engagement initiatives.
• Manage complex calendars for executives and prepare materials.

Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

Time Management

Proactive Mindset

Tools

HRIS Systems

Project Management Tools

Slack

Zoom

Google Workspace

Confluence

Notion

Job description

Executive Support & Operations Specialist

We’re looking for a versatile and highly organized professional to join Aimsio as our Executive Support & Operations Specialist. In this dynamic role, you'll report to the Head of People and Operations and support three members of our executive team, helping drive efficiency across human resources, business operations, and executive administration. You’ll play a crucial role in streamlining internal processes and supporting a high-performing remote team.

This is an excellent opportunity for someone who thrives in a fast-paced environment, enjoys wearing many hats, and values meaningful work that supports both people and strategy.

Key Responsibilities

Human Resources (HR)

Onboarding Support

• Coordinate administrative tasks for onboarding, including welcome invites, account setup, and delivery of swag and computer hardware.
• Ensure a smooth and engaging onboarding experience for all new hires.

Employee Engagement & Support

• Assist with employee engagement surveys and help prepare reports and presentations.
• Support employee learning and development initiatives by coordinating training logistics and managing education reimbursement processes.

HRIS & Benefits

• Maintain accurate employee records and time-off tracking in the HRIS.
• Support compliance reporting and regular audits of operational and HR documents.
• Coordinate benefits enrollment and assist with wellness and mental health initiatives.

Policy & Compliance

• Provide administrative support for updating and distributing company policies and handbooks.

Operations

Event Planning & Company Culture

• Coordinate logistics for executive offsites and company-wide events (travel, venues, agendas).
• Manage appreciation initiatives such as milestone celebrations and holiday gifts.

Administrative Operations

• Track and renew business licenses, certifications, and compliance documentation.
• Support employees with first-line IT help and ensure tech access for new team members.

Executive Support

Calendar & Time Management

• Manage complex calendars for three executives, including scheduling across time zones.
• Anticipate conflicts, prioritize meetings, and maintain flow for each executive’s day.

Communication & Meeting Prep

• Draft, edit, and format executive-level materials (presentations, reports, memos).
• Research and prepare briefing notes for key meetings.
• Track and support key operational KPIs and cross-team project milestones.
• Act as a liaison across departments on behalf of the executives.

Administrative & Document Management

• Handle confidential information with discretion and professionalism.
• Organize company documents across platforms like Google Drive, Confluence, and Notion.

Marketing Events

Event Planning & Execution

• Support the planning and coordination of marketing-related events including trade shows, conferences, webinars, and product launches.
• Work closely with marketing, sales, and design teams to align event execution with business goals.
• Manage logistics such as venue booking, vendor coordination, branded materials, and giveaways.

About You

• 5+ years of experience in HR, Operations, or Executive Assistance, ideally in a remote or hybrid environment
• Proven ability to stay organized, juggle competing priorities, and execute with precision
• Familiarity with HRIS systems, project management tools, and platforms like Slack, Zoom, and Google Workspace
• Excellent communication and problem-solving skills
• Comfortable working with confidential information and acting with discretion
• A proactive, process-oriented mindset with a passion for creating efficiencies

A salary of $60,000 - $80,000 CAD is based on experience and skillset.

Please note that any offer of employment is contingent upon the successful completion of a background check, where applicable.

Location

Aimsio is Remote First which means we're flexible about where you live. However, we can currently only consider candidates who are legally able to work for us in Canada. Our "home cities" are Calgary, Toronto, and Vancouver, so if you live elsewhere, at the very least you should expect occasional flights to our home cities in the future for team-building events (we can't wait!).

Compensation: get rewarded

You will receive a competitive base salary and our full health and wellness benefits plan. Our employee benefits include full health and dental; a wellness account; paid sick, WeWork Credits, vacation, and flex days; and a RRSP/TFSA Group Savings plan.

Equal Employer

At Aimsio, we take pride in fostering a diverse and inclusive workplace where all individuals are valued for their unique perspectives and talents. As an equal employer, we are committed to providing equal opportunities and maintaining an environment free from discrimination or bias. Join our team and contribute to a culture that celebrates diversity and promotes fairness in all aspects of our organization.