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Salary: CAD 55,000 - 70,000 / annual
Spaceium is building spacecraft systems at the frontier of orbital technology. As Executive Assistant & Operations Coordinator, you will be the operational backbone of the company, enabling the founders and engineering team to focus on building flight hardware.
You will own three core areas:
**Purchasing & Vendor Management**: Place and track orders for parts, raw materials, tools, and equipment from catalogue suppliers to specialized aerospace vendors. Request quotes, compare suppliers, issue purchase orders, and manage lead times. Receive and verify shipments, chase down delays or discrepancies, and coordinate international shipping, customs, and brokerage for imported parts. Maintain complete expense and PO records, categorized and matched to receipts. Build supplier relationships to optimize cost and delivery.
**Executive Support**: Manage calendars for the CEO and CTO, scheduling meetings across time zones with investors, customers, partners, and candidates. Protect their focus time, resolve scheduling conflicts, and ensure preparation for every meeting. Organize travel for conferences, customer visits, and mission campaigns. Support hiring logistics including interview scheduling and candidate experience. Track action items from meetings and follow up to ensure accountability.
**Office & Administration**: Own all office paperwork—contracts, NDAs, vendor forms, invoices, and filings—keeping everything organized, signed, and accessible. Manage office operations including supplies, deliveries, visitors, facilities, and service providers. Onboard new hires with equipment, accounts, paperwork, and first-day logistics. Collaborate with accountant and bookkeeper on month-end and year-end records. Build simple systems and checklists to streamline recurring administrative tasks.
You will work directly with founders every day in a fast-moving startup environment. The role requires physical presence at the Ottawa facility, occasional extended hours and weekend work for critical project milestones, and the ability to lift and move incoming shipments.
**Requirements**:
- Experience in an executive assistant, administrative, office management, operations, or purchasing role
- Exceptional organization with ability to juggle multiple moving pieces without dropping details
- Clear, professional written and verbal communication
- Comfort with Google Workspace (Gmail, Calendar, Drive) and spreadsheets
- Discretion and sound judgment with confidential information
- Physical presence at Ottawa facility required
- Ability to lift and move incoming shipments and supplies
**Preferred Qualifications**:
- Resourceful problem solver with scrappy, get-it-done approach under tight timelines
- Purchasing or procurement experience at hardware, manufacturing, engineering, or aerospace company
- Experience supporting founders or senior executives at a startup
- Familiarity with Notion, Slack, business banking, and expense platforms
- Experience with import documentation, customs brokers, and freight forwarders
- Basic bookkeeping knowledge or experience working closely with accountants
- Comfort picking up technical vocabulary (no engineering background required, but ability to understand hardware specifications)
- English/French bilingualism is an asset
