Executive Assistant & Office Lead

About Altis Labs

Altis Labs is a cutting-edge computational imaging company revolutionizing oncology clinical trials. Our proprietary AI technology, IPRO, leverages the largest real-world medical imaging and outcomes database—over 210 million images and one million patient-years—to generate patient-specific outcome predictions. This enables leading biopharma companies worldwide to make confident development decisions and accelerate the progress of therapies through Phases I to III.

Based in Toronto, our diverse team of AI researchers, clinicians, and business experts collaborates closely with academic centers and shares findings at top medical conferences. We are backed by prominent life sciences and technology investors and partner with six of the top 20 global pharmaceutical companies.

Role Overview

We seek an Executive Assistant & Office Lead to serve as the operational backbone of our Toronto office. This hybrid role requires managing senior leadership calendars, orchestration of travel, and overseeing daily office activities. You will champion office management, organize team events, support hiring and onboarding, and handle various operational responsibilities essential for a dynamic, growing company. The position reports to the VP of Finance & Operations and entails working onsite 2–3 days weekly in Toronto.

Key Responsibilities

• Manage administrative functions for senior leadership, including scheduling and travel logistics.
• Act as the primary contact for Toronto office operations, maintaining supplies, vendor relations, and facility upkeep.
• Plan and coordinate company events, offsites, and celebrations with budget accountability.
• Provide administrative assistance in HR tasks such as employee records, policy support, and communications.
• Assist with basic IT and compliance duties including equipment organization and audit preparation.
• Contribute to marketing efforts through website updates, social media content drafting, and communications support.
• Facilitate hiring operations by coordinating interviews, candidate communications, and onboarding logistics.
• Execute various ad hoc projects supporting the broader organizational goals.

Candidate Profile

• Minimum of 3 years’ experience as an Executive Assistant or in a related coordination role supporting senior leaders in a fast-paced environment.
• Possession of an undergraduate degree from a reputable university.
• A proactive and resourceful self-starter who works independently with minimal supervision.
• Highly organized with strong attention to detail and ability to manage multiple tasks simultaneously.
• Excellent verbal and written communication skills.
• Experience or comfort with recruiting and onboarding processes.
• Familiarity dealing with external vendors and managing office operations.
• Ability to leverage AI tools for increased productivity and efficiency.
• Basic knowledge or willingness to learn website content management and social media platforms.
• Enthusiastic about working in a small, fast-growing team with evolving responsibilities.
• Residence in the Toronto area with capability to work onsite 2–3 days weekly.

Preferred Qualifications

• Background in supporting startups or rapidly scaling companies.
• Experience in recruitment coordination or HR operations.
• Exposure to social media or website content creation and scheduling.
• Familiarity with IT equipment management and compliance audits.
• Comfort using productivity tools such as Notion and Google Workspace.

Benefits

• Competitive salary package.
• Comprehensive medical, dental, and vision insurance coverage.
• Four weeks of annual paid vacation.
• Hybrid work arrangement with office presence 2–3 days per week in Toronto.