Operations & Executive Support CoordinatorWeekday AI (YC W21) • Toronto, Ontario, Canada
Operations & Executive Support Coordinator
Weekday AI (YC W21)
- Toronto, Ontario, Canada
- Toronto, Ontario, Canada
Über
Min Experience: 2 years
Location: Toronto
JobType: full-time
We are looking for a highly organized and proactive Operations & Executive Support Coordinator to manage core administrative workflows and ensure seamless day-to-day office functioning. This is a hands-on, onsite role suited for a dependable professional who thrives in a fast-paced environment and takes full ownership of assigned responsibilities.
You will act as a central coordination point across leadership, vendors, offshore teams, and service partners — ensuring communication flows efficiently and operational priorities are executed on time.
Requirements
Key Responsibilities
Executive & Calendar Coordination
Manage leadership calendars, schedule meetings, and coordinate internal and external appointments.
Organize virtual and in-person meetings, including logistics, documentation, and follow-ups.
Monitor inboxes, draft professional correspondence, and ensure timely responses.
Travel & Logistics Management
Plan and coordinate domestic and international travel arrangements.
Book flights, accommodations, and ground transportation.
Prepare detailed itineraries and ensure seamless travel execution.
Operational & Administrative Support
Oversee daily office coordination and support back-office operations.
Liaise with vendors, service providers, and external partners.
Coordinate with offshore teams to ensure smooth communication and task tracking.
Assist in HR/payroll coordination and related administrative processes.
Process Ownership & Execution
Maintain organized documentation and tracking systems.
Ensure timely follow-up on assigned deliverables and operational tasks.
Support ad-hoc projects and cross-functional initiatives as required.
Identify process improvement opportunities to enhance efficiency.
Candidate Profile
Core Competencies
Excellent written and verbal communication skills.
Strong organizational and multitasking abilities.
High attention to detail with consistent follow-through.
Ability to work independently with minimal supervision.
Professional demeanor with strong stakeholder coordination skills.
Technical & Functional Skills
Proficiency in Microsoft Office (Outlook, Word, Excel).
Experience in calendar management and professional email handling.
Strong travel planning and scheduling expertise.
Familiarity with vendor coordination and administrative documentation.
Preferred Experience
Exposure to working with offshore or distributed teams.
Basic understanding of HR or payroll coordination processes.
Experience in a startup or fast-growing organization.
Employment Details
Job Type: Contract / Temp-to-Hire
Work Mode: Onsite
Schedule: Day Shift (Monday-Friday; flexibility for occasional weekend requirements)
Why Join
Opportunity to play a central role in operational efficiency.
Exposure to cross-functional coordination and executive-level support.
Growth potential in operations, administration, and office management leadership roles.
Core Skills
Executive Coordination
Calendar & Travel Management
Office Operations
Vendor Liaison
Administrative Process Management
Communication & Follow-Through
Back-Office Support
Sprachkenntnisse
- English
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