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Office Manager/ Executive Assistant - Montreal

AMI Labs· General and Administration
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MontrealFull-timePosted 3d ago

About the role

Office Manager and Executive Assistant to support a co-founder and run the Montreal office. Responsibilities include calendar management, travel coordination, office setup and operations, event support, onboarding, and building scalable processes in a startup environment.

Responsibilities

  • Manage the co-founder's calendar, prioritize requests, and coordinate meetings across time zones.
  • Manage and coordinate external engagement requests, including speaking opportunities, event participation, and meetings with external partners.
  • Arrange travel, prepare itineraries, manage expenses, and handle meeting logistics.
  • Help prepare meeting materials, track action items, and follow up on commitments.
  • Handle sensitive information with discretion and sound judgment.
  • Coordinate office setup, including supplies, equipment, and service providers.
  • Own day-to-day office operations and relationships with building management, vendors, and contractors.
  • Keep the office welcoming, organized, and ready for the team, from meeting rooms to snacks, coffee, and everyday supplies.
  • Coordinate maintenance and repairs, and resolve issues quickly so they don’t become distractions.
  • Organize team meetings, lunches, events, and visits from colleagues and guests.
  • Welcome candidates, visitors, and new hires, ensuring a thoughtful experience.
  • Coordinate with colleagues across our global offices on scheduling, onboarding, and operational needs.
  • Build simple processes that keep things running well as the office grows.
  • Support on-site events, internal communications, and workplace programs to help build our internal culture.

Qualifications

  • Experience in office management, executive support, or a similarly varied operational role.
  • Strong organizational skills and reliable follow-through.
  • Ability to prioritize competing requests and adapt when plans change.
  • Clear communication, good judgment, and discretion.
  • Practical, service-minded approach with ownership mindset.
  • Scrappy, figure-it-out mindset; comfortable working independently in a startup with evolving responsibilities.
  • Confidence using calendar, document, and communication tools.

Skills

Required:Calendar managementTravel coordinationOffice setup and operationsEvent and meetings supportCommunication and discretion
Last updated Oct 22, 2026. Interested? Apply on the company site.

About AMI Labs

Real World. Real Intelligence.

AMI - Advanced Machine Intelligence - builds world-model-based AI that understands the real world. We develop safe, controllable intelligent systems for industry, robotics, healthcare, and beyond.

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