Executive Assistant & Operations Coordinator

About Levanta Labs

Levanta Labs collaborates with high-growth B2B companies to deliver AI, data engineering, and software development solutions. They create custom software systems, AI workflows, internal tools, infrastructure, and data platforms that drive measurable business value.

Role Overview

The Executive Assistant & Operations Coordinator is a proactive, hands-on role providing administrative, operational, and executive support. This position is essential for managing founders' schedules, internal communications, people operations, and administrative systems, ensuring smooth company functioning.

Key Responsibilities

• Coordinate founder calendars, appointments, reminders, deadlines, and follow-ups.
• Manage communications across email, Slack, WhatsApp; draft responses and prioritize urgent messages.
• Maintain key relationship management through reminders, gifts, acknowledgments, and follow-ups.
• Assist with people operations administration including onboarding, offboarding, employee documentation, tool access, vacation and resource requests.
• Arrange logistics such as travel bookings, events, conferences, dining, and transportation for team members.
• Create and maintain documents, spreadsheets, presentations, trackers, templates, SOPs, and weekly reports.
• Support CRM, Asana, QuickBooks, and other internal systems for task management and recurring admin duties.
• Handle light finance administration by organizing receipts, expenses, and records.
• Leverage AI tools, including ChatGPT and Claude, to draft, summarize, research, automate, and expedite administrative tasks.
• Tackle operational tasks as they arise, ensuring effective resolution.

Candidate Requirements

• 1-3+ years of experience in executive support, admin, operations, people operations, or similar roles.
• Exceptional organizational skills with ability to juggle multiple responsibilities at once.
• Strong written and verbal communication capabilities.
• Personable, professional, reliable, and warm demeanor.
• Resourceful problem solver able to work independently without close supervision.
• Proficient with Google Workspace, including Gmail, Calendar, Docs, Sheets, Slides, Drive, and Forms.
• Familiarity with Slack, WhatsApp, email platforms, Asana, CRMs, and related admin tools.
• Comfort using AI technologies like ChatGPT and Claude for enhancing productivity.
• Excellent judgment in prioritizing urgent and non-urgent matters and when to escalate.
• Ability to handle confidential information discreetly.
• High ownership mindset with consistent follow-through.

Preferred Qualifications

• Experience supporting founders, executives, or senior leaders.
• Background in startups, agencies, consulting firms, software or AI companies, or fast-paced businesses.
• Familiarity with payroll, invoicing, accounts receivable/payable, HR processes, travel, and event coordination.
• Experience with HubSpot, Xero, Stripe, Wagepoint, Gusto, Notion, or similar tools.
• Utilization of AI for drafting, summarizing, SOP creation, document organization, vendor research, or admin automation.

Tools and Technologies

Google Workspace, Slack, WhatsApp, Loom, Asana, CRM, QuickBooks, Calendly, ChatGPT, Claude, and other internal software.

Success Indicators

• Founders feel organized and confident delegating administrative tasks.
• Effective management of emails, reminders, calendars, meetings, and logistics.
• Accurate tracking and organization of receipts and expenses.
• Clean management of employee onboarding/offboarding, access, and records.
• Clear, useful internal documentation, trackers, SOPs, and weekly reporting.
• Overall improvement in company organization, responsiveness, and professionalism.

Work Environment and Culture

The company operates remotely, emphasizing performance, speed, ownership, and communication using tools like Slack, Asana, and Google Workspace. The role suits a highly accountable individual who enjoys addressing challenges, organizing chaos, and fostering organizational efficiency.

Benefits and Perks

• Fully remote role working within Canada, core hours 9am–6pm EST.
• Direct collaboration with company founders.
• High sense of ownership and impactful contribution to company operations.
• Exposure to sales, people operations, and leadership activities.
• Opportunity to develop the firm’s internal operational systems.
• Access to professional growth resources.
• Performance-based bonuses tied to results.
• Clear career development with increasing responsibilities in operations and leadership.
• Gym membership allowance.
• Flexible paid time off policies.

Equal Opportunity Statement

Levanta Labs is committed to fostering a diverse and inclusive workplace, providing equal opportunity regardless of race, color, religion, gender, gender identity, sexual orientation, national origin, disability, or veteran status.