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Operations Coordinator

2 weeks ago

Toronto, Ontario, Canada Bagel Labs Full time

We are Bagel Labs - an AI research lab working towards open-source superintelligence.

We ignore years of experience and pedigree. If you have high agency - meaning your default assumption is that you can control the outcome of whatever situation you are in - we want to hear from you. Every requirement below is flexible for a candidate with high enough agency and tolerance for ambiguity.

Role Overview

You will own high-volume operational execution across hiring, events, and administrative coordination. This role focuses on keeping complex processes moving smoothly - managing interview pipelines, organizing conference logistics, coordinating legal documentation, and ensuring nothing falls through the cracks. You'll handle the execution layer that lets our lean team scale without adding chaos.

Key Responsibilities

  • Hiring coordination
    : Write and post job descriptions, screen incoming applications, schedule multi-round interviews across time zones, manage candidate communications, and maintain tracking systems.
  • Event logistics
    : Organize conference presence, sponsorships, hackathons, and side events. Coordinate venues, catering, attendee lists, run-of-show, and timelines.
  • Travel & visa support
    : Book flights and accommodations, manage conference itineraries, gather and organize supporting documents for visa and immigration applications.
  • Legal documentation coordination
    : Collect company documents (articles, registers, cap tables, statements), fill in forms, and prepare organized packages for lawyers and external platforms.
  • External communication management
    : Own email threads with lawyers, vendors, conference organizers, and service providers. Keep processes moving and maintain clear records.
  • Brand support
    : Adapt pitch decks and visuals for social media, turn event concepts into post-friendly graphics.

Who You Are

You're obsessively organized and comfortable juggling multiple high-stakes processes at once. You don't wait to be told what needs doing - you see three steps ahead and handle it. You communicate clearly in writing, follow up relentlessly, and default to ownership. You're not intimidated by technical teams or dense legal documents.

Required Skills

  • At least 2 years in operations, recruiting coordination, or executive assistance, ideally in startups or fast-paced environments.
  • Exceptional organizational systems and follow-through. You track everything and nothing gets dropped.
  • Clear written communication. You can draft professional emails, summarize complex threads, and represent the company well.
  • Comfortable with rapid context-switching and changing priorities.
  • Proficiency with productivity tools (Google Workspace, Notion, Slack, Calendly, basic design tools).

What We Offer

  • Competitive compensation with meaningful equity.
  • A deeply technical culture where
    bold, frontier ideas
    are debated, stress-tested, and built.
  • Direct exposure to all aspects of building an early-stage AI research lab.