Space Technology, Aerospace, Data Analytics

Executive Assistant & Operations Coordinator

Ottawa, ONOnsiteFull TimeCA$55,000–CA$70,000 /yrPosted 1 month ago

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Required skills

purchasing
vendor management
calendar management
CEO
CTO
paperwork
flight hardware
startup
purchase orders
international shipping

Nice to have

resourceful problem solver
scrappy
get-it-done
tight timelines
hardware
manufacturing

Role summary

Spaceium is seeking an Executive Assistant & Operations Coordinator to manage purchasing, vendor relations, and executive calendars for the CEO and CTO. This role is crucial for keeping the company operational, handling paperwork for flight hardware, and supporting administrative functions in a fast-paced startup environment. The ideal candidate is highly organized, communicative, and comfortable with Google Workspace, with a proactive and reliable approach to problem-solving. Experience in procurement, operations, or executive support, particularly in hardware or aerospace, is preferred.

At Spaceium, we are building spacecraft systems designed to push the boundaries of what's possible in orbit. As our Executive Assistant & Operations Coordinator, you will keep the company running so our engineers can keep building. You'll own purchasing, run the calendars of our CEO and CTO, and handle the paperwork that comes with building flight hardware at a fast-moving startup. You'll work directly with the founders every day.

Responsibilities

Purchasing & vendors

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 follow up on lead times until parts are in the building

Receive shipments, check them against orders, and chase down anything late, damaged, or wrong

Coordinate international shipping, customs, and brokerage for imported parts

Log every purchase and keep our expense and PO records complete, categorized, and matched to receipts and invoices

Build relationships with our suppliers and find ways to get parts faster and at better prices

Executive support

Manage the CEO's and CTO's calendars, scheduling meetings with investors, customers, partners, and candidates across time zones

Protect focus time, resolve conflicts, and make sure they walk into every meeting prepared

Book and organize travel for conferences, customer visits, and mission campaigns

Support hiring logistics, including interview scheduling and a great experience for every candidate

Track action items from meetings and follow up so nothing gets dropped

Office & administration

Own the office's paperwork (contracts, NDAs, vendor forms, invoices, and filings) and keep it organized, signed, and easy to find

Keep the office running: supplies, deliveries, visitors, facilities, and service providers

Onboard new hires, handling equipment, accounts, paperwork, and first-day logistics

Work with our accountant and bookkeeper to keep records clean for month-end and year-end

Build simple systems and checklists that make recurring admin faster every time

Basic Qualifications

Experience in an executive assistant, administrative, office management, operations, or purchasing role

Exceptional organization: you can juggle many moving pieces and nothing falls through the cracks

Clear, professional written and verbal communication

Comfort with Google Workspace (Gmail, Calendar, Drive) and spreadsheets

Discretion and sound judgement with confidential information

What We're Looking For

We're building technology that hasn't been done before, and that takes a team that never lets details slip. Experience is helpful, but ownership, reliability, and the ability to learn quickly matter more. If you're the person who naturally ends up organizing everything, you love making things run smoothly, and you want to help build spacecraft, we encourage you to apply, whether you're early in your career or more experienced.

Preferred Skills

Resourceful problem solver with a scrappy, get-it-done approach under tight timelines

Purchasing or procurement experience at a hardware, manufacturing, engineering, or aerospace company

Experience supporting founders or senior executives at a startup

Familiarity with tools like Notion and Slack, and with business banking and expense platforms

Experience with import documentation, customs brokers, and freight forwarders

Basic bookkeeping knowledge, or experience working closely with an accountant

Comfort picking up technical vocabulary. You don't need to be an engineer, but you'll be ordering hardware from engineers' descriptions

English/French bilingualism is an asset

Additional Requirements

Extended hours and weekend work may occasionally be required to support critical project and mission milestones.

This role requires a physical presence at the Ottawa facility.

Ability to lift and move incoming shipments and supplies.

Compensation

Salary: $55,000 – $70,000 CAD per year

Equity: 0.05% – 0.4%

If you want a front-row seat to building a space company and you're the kind of person who keeps everything on track, we'd love to hear from you.

Tell us about a time you took something disorganized, like an office, a process, an event, or a messy inbox, and made it run smoothly. What did you do, and what changed?

Ready to apply?

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