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Executive Assistant

3 weeks ago

Ottawa, Canada TextLayer Full time

**About TextLayer**

TextLayer helps enterprises and funded startups build, deploy, and scale advanced AI systems, without rewriting their infrastructure.

We provide engineering teams with a modular, stable foundation, so they can adopt AI without betting on the wrong tech. Our flagship stack, TextLayer Core, is maintainable, tailored to the environment, and deployed with Terraform and standardized APIs.

We’re a team on a mission to help power enterprise clients with AI-enabled tools and processes. We’re looking for sharp, curious people who want to meaningfully shape how we build, operate, and deliver.

If you're excited to work on foundational AI infrastructure, ship production-grade systems quickly, and help define what agentic software looks like in practice, we’d love to meet you.

**The Role**

  • As the Executive Assistant, you’ll be the go-to support across scheduling, communication, documentation, research, light HR coordination, social media support, travel booking, and program administration. We are looking for a person who can juggle different priorities and get things done.

**Key Responsibilities**

  • Manage and maintain executive calendars, scheduling, confirming, and preparing for meetings
  • Coordinate meetings (including cross-time zone), organize logistics, prepare agendas, and take notes
  • Support the creation, formatting, and design of slide decks and presentations
  • Post on company social media channels and coordinate asset gathering from the Design team
  • Draft, proofread, and send correspondence, memos, and summaries
  • Maintain organized electronic and physical filing systems
  • Work with leadership to gather requirements, build and update job descriptions
  • Follow up on outstanding invoices and assist with accounts receivable
  • Arrange domestic and international travel for executives/team members
  • Support and help administer programs and fellowships (including comms, scheduling, logistics)
  • Plan and help execute in-person and virtual events
  • Conduct research and provide analysis/briefs on various topics
  • General administrative work and special projects as assigned
  • Maintain confidentiality and demonstrate discretion on all sensitive matters

**What You’ll Bring**

  • Passion for supporting teams and leaders, attention to detail, and delivering excellent administrative work
  • Superb written and verbal communication skills
  • Initiative, organization, reliability, and a strong sense of follow-through
  • Ability to work independently and adapt quickly to new tasks and priorities

**Required Qualifications**

  • Experience as an executive assistant or similar support role, ideally for leaders or cross-functional teams
  • Excellent organization, scheduling, and time management abilities
  • Confidence with productivity tools (Microsoft Office Suite, Google Workspace, modern remote work tools)
  • Experience in administrative work, communications, basic HR/recruiting coordination, and travel support
  • Professionalism, adaptability, and commitment to confidentiality

**Bonus Points**

  • Experience administering company programs or fellowships
  • Comfort posting on social media and working with design/marketing assets
  • Familiarity with invoices, and accounts receivable
  • Experience supporting fast-moving or startup teams