Office Manager/ Executive Assistant - Montreal

AMI; Montreal; Sur place; CAD 52 000 - 78 000; Plein temps

Résumé du poste

AMI is seeking an organized Office Manager & Executive Assistant to run our Montreal office as a ground-floor role. You’ll manage a busy calendar, coordinate travel, welcome visitors, and build the office from the ground up while supporting one of our co-founders.

This startup environment requires scrappy problem solving, discretion with sensitive information, and the ability to create systems and processes as the team grows in Montreal and across our global offices.

Qualifications

• Experience in office management, executive support, or a similarly varied operational role.
• Strong organizational skills and reliable follow-through.
• Ability to prioritize competing requests and adapt when plans change.
• Clear communication, good judgment and discretion.
• A practical, service-minded approach with ownership mindset.
• Scrappy, independent worker in a startup environment.

Responsabilités

• Manage the founder's calendar and coordinate meetings across time zones.
• Coordinate external engagement requests and partner meetings.
• Arrange travel, itineraries, expenses and meeting logistics.
• Prepare meeting materials, track action items and follow up.
• Handle sensitive information with discretion.
• Coordinate office setup, supplies, and service providers.
• Own day-to-day office operations and vendor relationships.
• Keep the office welcoming and well-stocked.
• Coordinate maintenance and repairs to avoid distractions.
• Organize team meetings, events, and visits.
• Welcome candidates and new hires with a thoughtful onboarding experience.
• Coordinate with global offices on scheduling and onboarding.
• Build simple processes to scale the office.
• Support onsite events and internal communications to build culture.

Connaissances

Office management

Executive support

Organization and time management

Clear communication

Discretion and judgment

Startup experience

Outils

Calendar apps

G Suite / Workspace

Slack / Teams

Microsoft Office

Description du poste

About AMI

We are building a new breed of AI systems that (1) understand the real world, (2) have persistent memory, (3) can reason and plan, and (4) are controllable and safe.

We are a team of scientists and engineers building frontier world model-based AI. We combine the scientific rigor of a top-tier research institute with focus on engineering excellence and execution.

We are a global company, with offices in Paris, Montreal, New York, and Singapore. Come build the future of AI with us!

AMI Labs is a frontier AI research startup building world models, with teams across four global locations. Our Montreal office has grown to the point where it needs someone dedicated to running it, and we’re looking for an organized, resourceful Office Manager & Executive Assistant to make it happen while supporting one of our co-founders.

This is a ground-floor role with a broad remit: managing a busy calendar, coordinating meetings and travel, welcoming visitors, and building the office from the ground up. There’s no established playbook. You’ll create the systems and set the standard for how our Montreal office runs. We’re a startup, so we need someone scrappy who’s happy to figure things out, roll up their sleeves, and take pride in getting the details right. No task is too small when it helps the team do its best work.

What you’ll do

Support a co-founder

• Manage their calendar, prioritize requests, and coordinate meetings across time zones.

• Manage and coordinate external engagement requests, including speaking opportunities, event participation, and meetings with external partners.

• Arrange travel, prepare itineraries, manage expenses, and handle meeting logistics.

• Help prepare meeting materials, track action items, and follow up on commitments.

• Handle sensitive information with discretion and sound judgment.

Set up and run the Montreal office

• Coordinate office setup, including supplies, equipment, and service providers.

• Own day-to-day office operations and relationships with building management, vendors, and contractors.

• Keep the office welcoming, organized, and ready for the team, from meeting rooms to snacks, coffee, and everyday supplies.

• Coordinate maintenance and repairs, and resolve issues quickly so they don’t become distractions.

Help the team work smoothly

• Organize team meetings, lunches, events, and visits from colleagues and guests.

• Welcome candidates, visitors, and new hires, ensuring a thoughtful experience.

• Coordinate with colleagues across our global offices on scheduling, onboarding, and operational needs.

• Build simple processes that keep things running well as the office grows.

• Support on-site events, internal communications, and workplace programs to help build our internal culture

What you’ll bring

• Experience in office management, executive support, or a similarly varied operational role.

• Strong organizational skills and reliable follow-through.

• The ability to prioritize competing requests and adapt when plans change.

• Clear communication, good judgment, and discretion.

• A practical, service-minded approach: you notice what needs doing and take ownership.

• A scrappy, figure-it-out mindset. You’re comfortable working independently in a startup where responsibilities evolve and not everything has a process yet.

• Confidence using calendar, document, and communication tools.

What success looks like

Montreal feels like a real home base for the team, with smooth systems you built yourself. The co-founder’s time is well managed, the office runs smoothly, and the team can focus on its work. Whether you’re coordinating an important meeting or restocking the kitchen, you bring the same care, initiative, and reliability.