Executive Assistant & Office Manager

Spellbook•Toronto, ON

31d•CA$84,750 - CA$106,000•Onsite

About The Position

Spellbook is the most comprehensive AI copilot for transactional lawyers. It works directly inside Microsoft Word to help legal teams draft, review, and negotiate contracts up to 10x faster and with greater precision. Today, more than 4,000 law firms, in-house teams, and solo practitioners rely on Spellbook to simplify their workflows and eliminate the drudgery of everyday contract work. We are backed by leading investors including Khosla Ventures, Thomson Reuters Ventures, Inovia Capital, The LegalTech Fund, Bling Capital, and Moxxie Ventures. The company recently raised $50 million in Series B funding, led by Keith Rabois at Khosla Ventures, bringing its total funding to more than $80 million. This is an existing vacancy ABOUT THE ROLE As the Executive Assistant & Office Manager, you will provide administrative support to the executive leadership team while ensuring smooth day-to-day operations in the Toronto office. You will play a key role in enabling the executives to focus on driving company growth and strategy, and you will be the go-to person for ensuring the Toronto office runs like clockwork.

Requirements

3+ years of experience in executive assistance, office management, or a similar role.
Strong organizational skills and attention to detail.
Ability to multitask, prioritize, and thrive in a fast-paced environment.
Excellent written and verbal communication skills.
Proficient in Google Workspace, Microsoft Office, Notion, and Slack.
Experience with event coordination and travel management.
A proactive and positive attitude with the ability to work both independently and as part of a team.
Ability to maintain confidentiality and discretion in handling sensitive matters.
Available to work onsite 5-days a week at our office in Toronto.

Responsibilities

Provide shared administrative support to members of the executive leadership team, including the COO, CRO, CSO, VP Sales, VP Engineering, VP Finance and others as required.
Support executives with scheduling, calendar coordination, travel arrangements, and general operational support.
Coordinate domestic and international travel, including flights, accommodations, and itineraries for the team.
Coordinate across teams to support executive initiatives, deadlines, and information flow.
Assist with planning, coordination, and execution of meetings and events.
Track, prepare, and submit expense reports to ensure timely reimbursement.
Prepare reports, documents, and presentations as requested.
Handle confidential and sensitive information with discretion and sound judgment.
Provide ad hoc administrative support to the broader team as needed.
Support additional projects and responsibilities as assigned.
Own day-to-day operations of the Toronto office to ensure a productive, well-functioning work environment.
Manage office supplies, equipment, and vendor relationships, including ordering, maintenance, and repairs.
Coordinate office usage and ensure facilities are clean, functional, and appropriately maintained.
Serve as the primary liaison with the landlord and building management on maintenance and facilities matters.
Track and manage office-related budgets and expenses.
Coordinate office and facilities aspects of employee onboarding and offboarding in partnership with People and IT.
Organize and support internal and external events, meetings, and employee activities in the office.
Manage incoming and outgoing mail and packages.
Oversee meeting room bookings and the shared office calendar.
Identify opportunities to improve office and administrative processes and implement efficiencies as appropriate.
Take on additional office and facilities responsibilities as needed.