Executive Assistant & Office Manager

About Spellbook

Spellbook offers an advanced AI-powered assistant designed specifically for transactional lawyers, integrated within Microsoft Word. It aids legal teams in drafting, reviewing, and negotiating contracts up to ten times faster with enhanced accuracy. Trusted by over 4,000 legal firms and professionals, Spellbook streamlines contract workflows and reduces routine tasks. Supported by leading investors such as Khosla Ventures and Thomson Reuters Ventures, the company recently secured $50 million in Series B funding, cumulatively exceeding $80 million.

Role Overview

The Executive Assistant & Office Manager will be responsible for delivering comprehensive administrative support to the company's executive leadership while managing the daily operations of the Toronto office. This pivotal position enables executives to concentrate on growth and strategic goals, while ensuring the office environment operates efficiently and effectively.

Key Responsibilities

• Provide shared administrative assistance to multiple senior leaders including COO, CRO, CSO, and VPs from various departments.
• Manage scheduling, calendar coordination, travel bookings, and general executive support.
• Arrange both domestic and international travel logistics, including flights, accommodations, and detailed itineraries.
• Collaborate cross-functionally to support executive projects, deadlines, and communication flow.
• Assist in planning and executing meetings and events.
• Prepare and submit timely expense reports for reimbursement.
• Generate reports, documents, and presentations upon request.
• Handle confidential information with utmost discretion and sound judgment.
• Offer ad hoc administrative support across teams as needed and undertake special projects as assigned.
• Oversee day-to-day management of the Toronto office ensuring a productive work atmosphere.
• Manage office inventory, equipment maintenance, vendor coordination, and relationship with building management.
• Ensure cleanliness, functionality, and proper maintenance of office facilities.
• Monitor and manage office expenses and budgets related to facilities.
• Coordinate employee onboarding and exit procedures in partnership with People and IT teams.
• Organize internal and external office events, meetings, and employee activities.
• Handle mail and package logistics for the office.
• Supervise meeting room reservations and maintain the shared office calendar.
• Identify opportunities to streamline office and administrative processes and implement improvements.

Qualifications

• Minimum of three years’ experience in roles involving executive assistance, office management, or similar functions.
• Exceptional organizational skills with careful attention to detail.
• Capability to juggle multiple priorities in a fast-paced environment.
• Excellent communication abilities, both verbal and written.
• Proficiency in Google Workspace, Microsoft Office, Notion, and Slack.
• Experience in coordinating events and managing travel arrangements.
• Proactive, positive mindset with the ability to work independently and collaboratively.
• Strong commitment to confidentiality and discretion when handling sensitive issues.
• Willingness to work onsite five days per week at the Toronto location.

Why Join Spellbook?

• Enjoy a flexible work setting characterized by autonomy and accountability focused on results.
• Access comprehensive company-sponsored benefits, including $1,000 mental health support per year.
• Benefit from a holiday shutdown and generous paid time off policies throughout the year.
• Receive monthly meals funded by the company, an annual wellness stipend, and parental leave supplements.
• Obtain stock option grants as a valued early team member, aligning with company success.

Inclusive Hiring Practices

Spellbook is dedicated to providing an equitable and inclusive hiring experience for all candidates. Accommodations during recruitment can be requested without hesitation. The company strictly adheres to equal opportunity principles and fosters a harassment-free workplace. Discrimination based on any protected characteristic is prohibited.

Use of Artificial Intelligence in Recruitment

AI tools are responsibly utilized to streamline administrative recruitment tasks like job description drafting and scheduling. However, all hiring decisions involve human judgment to ensure fairness and transparency. These processes are regularly assessed to prevent bias and comply with relevant laws.

Compensation Details

The expected salary range for this position is CA$84,750 to CA$106,000 per year. Actual compensation will be determined through the interview process, taking into account experience, skills, and other factors. Additional benefits include equity, health programs, and company-sponsored perks.