Workplace Experience & Operations Coordinator

Senpilot; Toronto; Hybrid; CAD 65,000 - 85,000; Full time

Benefits offered by this job

Equity

Health benefits

Vacation & flex days

Hybrid work

Job summary

Senpilot, based in Toronto, is seeking an organized Office Manager to run our Toronto office operations, events, and executive support. You’ll keep calendars aligned, coordinate conferences, and manage vendors and onboarding logistics.

You will also help with onboarding/offboarding, plan culture events, oversee swag, and monitor our social media presence. This hybrid role combines logistics, administration, and strategic coordination in a fast-growing AI startup.

Qualifications

• 2+ years in workplace experience, executive support, or hybrid operations.
• Strong organizational skills for juggling events, logistics, and executive tasks.
• Comfortable managing vendors and swag, catering, shipping, and facilities.
• Experience planning company events or conferences.
• Knowledge of expense management/reconciliation processes.
• Experience posting on social media is a plus.

Responsibilities

• Lead events and conference planning including travel, hotels, and tickets.
• Act as Office Manager for the Toronto office, coordinating vendors and office logistics.
• Assist the CEO with executive calendar and meetings.
• Coordinate onboarding sessions, sales calls, and external meetings.
• Plan internal culture events, wellness initiatives, and milestones.
• Manage onboarding/offboarding logistics and equipment.
• Oversee company swag and vendor relationships.
• Handle monthly expense reconciliation with accounting.
• Manage Senpilot's social media presence.

Skills

Organizational skills

Vendor relationships

Event planning

Expense management

Social media posting

Job description

Senpilot builds AI agents that help utilities operate smarter, faster, and more reliably, automating everything from engineering workflows to regulatory filings and compliance. Our mission is to create the intelligence layer for the modern grid: AI systems that understand utility data, reason across it, and act autonomously to improve safety, resilience, and efficiency.

We are building production-grade intelligence that sits at the heart of how critical infrastructure is planned, monitored, and regulated, helping utilities unlock the next generation of reliability.

Joining Senpilot means joining a small, high-performance team that combines deep expertise in AI systems, data engineering, and energy infrastructure. We focus on generating value and we run toward the hard problems because that's where the value is. If you want to join a fast-growing team and help build the future of intelligent infrastructure, this is the place to do it.

The Role

Reporting to the Chief of Staff, you will be the person who makes Senpilot's Toronto office feel like a place people want to show up to, you support our conferences and client events, and you’ll be the one our CEO counts on to keep his calendar organized. One week you're deep in conference logistics, flights, hotels, booth setup, gear, the next you're pulling off a team offsite that people are still talking about, and somewhere in between you're making sure a new hire's badge and equipment are ready before their first day. No two weeks look alike, and that's exactly why this role exists.

We move fast. You'll own outcomes across office operations, events, executive support, and even our social presence, with the autonomy to make calls and see your work land immediately. If you're the kind of person who is highly organized, notices what needs doing before anyone has to ask, and you get satisfaction from being the one who makes things run smoothly, this is your role.

What you’ll do

• Lead events and conference planning and logistics, including travel, hotels, booth organization, equipment logistics and tickets.
• Act as Office Manager for our Toronto office, coordinating all vendors, access, office organization and snacks
• Help the CEO with Executive Assistant responsibilities, managing and prioritizing meetings and calendar items
• Coordinate meetings across onboarding sessions, sales calls, and external calls, supporting scheduling, room booking, and preparation.
• Plan and execute internal culture events and recognition programs: team lunches, offsite events, wellness initiatives and milestones
• Support new-hire onboarding and manage offboarding logistics: badge/access activation and deactivation, equipment shipping and return
• Manage company swag, including vendor relationships, ordering, and inventory
• Complete monthly expense reconciliation for all company expenses, in coordination with accounting
• Manage our social media presence, posting and commenting on behalf of the company

What you’ll bring

• 2+ years of experience in workplace experience, executive support, or a similar hybrid operations role
• Strong organizational skills with the ability to juggle events, logistics, and executive support simultaneously
• Comfortable owning vendor relationships (swag, catering, tech shipping, facilities)
• Experience planning company events or conferences
• Basic familiarity with expense management/reconciliation processes
• Experience managing corporate social media posts is a plus.

Work Location

We Appreciate the flexibility of hybrid work, and we also value the energy that comes from being in the same room. Our team gathers at our office in downtown Toronto three times a week. If you're able to join us in person on those days, we'd love to hear from you.

What is in for you

• Competitive Compensation: The estimated base salary range for this role in Canada is $65,000 CAD - $85,000 CAD with most new hires joining near the midpoint. Actual salaries may vary within the range, or above or below it, based on factors such as experience, skills, location, and business needs.
• Equity
• Comprehensive health benefits from day one, for you and your dependents
• Time Off: 20 vacation days + 5 flex days around EOY holidays

AI at Senpilot

AI is embedded in how we work, and we encourage our team to lean on it to learn new skills, sharpen their craft, and put their energy toward the work that genuinely moves the needle.

That extends to how we hire. We bring AI into our recruitment process not to take the humanity out of it, but to keep things organized and smooth so the experience feels more personal, not less. It gives our team room to focus on the parts that count: genuine conversations and well thought decisions. Above all, every decision is made by real people, drawing on genuine understanding, and rooted in our values and culture.

Senpilot is an equal opportunity employer committed to an inclusive and diverse workforce. Accommodations are available upon request during the recruitment process.