Executive Assistant at Xanadu

Toronto, Ontario, Canada -

Full Time

Start Date

Immediate

Expiry Date

19 May, 26

Salary

0.0

Posted On

18 Feb, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Meeting Coordination, Event Coordination, Travel Logistics, Correspondence, Gatekeeping, Expense Reporting, Document Management, Process Improvement, Google Workspace, Slack, Zoom, Attention To Detail, Problem-Solving, Communication, Discretion

Industry

Computer Hardware Manufacturing

Description

About Xanadu: Xanadu’s mission is to build quantum computers that are useful and available to people everywhere. At Xanadu, we are learners, innovators, researchers, collaborators and problem solvers. We are creating something that has never been built before. What we are doing is extremely hard, the classic moon shot. Few people in their life will be able to be a part of something like this, where if we are successful, the technologies we develop will solve some of the world’s most challenging problems and literally change the world. And that is something to be excited about! Your role and responsibilities: As an Executive Assistant, you will provide high-level administrative support to multiple leaders within our technical and business teams. You will act as a central hub of coordination, ensuring that our leadership can focus on the "moon shot" while you handle the operational complexities. Complex Calendar Management: Proactively manage and coordinate intricate calendars for multiple executives, balancing conflicting priorities and optimizing their daily schedules. Meeting & Event Coordination: Organize internal and external meetings, including room bookings, catering, and tech setup, while ensuring agendas are distributed and action items are tracked. Travel & Logistics: End-to-end management of domestic and international travel arrangements, including flights, accommodations, and detailed itineraries. Correspondence & Gatekeeping: Serve as a professional point of contact for the team, managing incoming inquiries and ensuring timely communication with both internal and external stakeholders. Expense & Document Management: Process expense reports, manage digital filing systems, and assist in the preparation of presentations or reports. Process Improvement: Identify opportunities to streamline administrative workflows to better support the growing needs of multiple departments. Basic qualifications and experience: Professional Experience: 5+ years of experience in an Executive Assistant or similar administrative role, with 2+ years of experience working within a publicly traded company, with a strong understanding of corporate governance, compliance requirements, and the pace of a regulated environment. Multitasking Ability: Ability to operate in a fast-paced environment and manage multiple competing priorities/deadlines with a high degree of accuracy. Technical Proficiency: Strong expertise in Google Workspace (Calendar, Docs, Sheets) and experience with modern communication tools like Slack and Zoom. Organizational Skills: Exceptional attention to detail and a proactive approach to problem-solving. Communication: Excellent written and verbal communication skills, with the ability to interact professionally with diverse teams and high-level stakeholders. Discretion: Demonstrated ability to handle confidential information with the utmost integrity. Preferred qualifications and experience: Experience working in a high-growth tech startup or a research-heavy environment. Familiarity with project management software (e.g., Asana, Jira, or Notion). Experience coordinating large-scale team events or offsites. A personal interest in quantum computing, science, or deep tech industries. Our values are important. They are fundamental and lay the foundation for culture at Xanadu. Learn more about our values here. We are an equal opportunity employer and encourage candidates of all backgrounds to apply. We are committed to building an inclusive, safe, and equitable culture and fostering an environment where our employees feel included, valued, and heard. We are committed to meeting the needs of all individuals and support a barrier-free workplace. Should you require accommodations at any point during the recruitment process please contact Recruiting at recruiting@xanadu.ai. Please be advised that we may use artificial intelligence (AI) tools to assist in the screening and assessment of applicants for this position. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

Responsibilities

The Executive Assistant will provide high-level administrative support to multiple leaders across technical and business teams, acting as a central coordination hub. Key duties include complex calendar management, organizing meetings and events, handling end-to-end travel logistics, and managing correspondence and documentation.