Administrative Assistant

Available position

Administrative Assistant
(permanent position, 40 hour per week)

About Nord Quantique

At Nord Quantique, we strive to build impactful technology by relentlessly pushing our understanding of quantum science. We are an interdisciplinary team of scientists, engineers, innovators, builders, and enthusiasts on a mission to make quantum computing a reality. Our quantum processors are designed to reduce errors in quantum computation to facilitate long-term scaling toward fully-fledged quantum computers. We believe it is our responsibility to deliver this transformative technology for the greater good of society.

Located at the heart of the beautiful Eastern Townships region in the province of Quebec, Canada, we develop our technology in the vibrant quantum ecosystem of Sherbrooke. Leaning on more than a decade of vertical integration of quantum hardware, we are leveraging a comprehensive pool of quantum technology and micro-electronic infrastructure to deploy our quantum computing technology

Salary : $65,000 – S75,000
Benefits : 5 weeks of vacation, group insurance (including dental care), virtual care, lifestyle spending account (all available after 3 months of service)

Supervisor : HTechnical Program Manager

Contact: ,

Our Current Needs

To support the execution of Phase B of the program, we are hiring an Administrative Assistant to assist our Technical Program Manager. This role is designed to strengthen the operational backbone of the program by supporting document creation, planning, coordination, and reporting activities across a complex, multi-stakeholder R&D environment.

The Program Management Assistant will play a key enabling role in ensuring that program information is well organized, schedules and deliverables are accurately tracked, and communications remain clear and timely. While the Program Manager owns overall program execution and interfaces directly with stakeholders, the Assistant will help maintain the systems, documentation, and coordination mechanisms that allow the program to run smoothly and efficiently.

This position is ideal for someone who is highly organized, detail-oriented, and motivated by supporting advanced scientific and engineering efforts through strong program execution.

Working in close collaboration with the team, the candidate will:

• Maintain and update schedules, milestone trackers, deliverables lists, and action-item logs.
• Assist in the formatting and consolidation of technical reports, presentations, and program documentation.
• Track inputs from multiple teams and ensure timely follow-up on requested information.
• Support meeting preparation, including agendas, notes, and action tracking for internal and external meetings.
• Assist with event coordination, including managing event bookings and supporting agenda preparation.
• Assist with process infrastructure, document control, versioning, and knowledge management to support long-term program continuity.
• Facilitate communication and coordination with internal teams as directed by the Program Manager.
• Proactively flag schedule risks, missing inputs, or documentation gaps.

Education and experience requirements :

• Post-secondary administrative or management certificate or diploma or equivalent (college or Cegep certification).
• 3–6 years of experience in project coordination, program support, or operations in an R&D-intensive environment (deep tech, aerospace, defense, semiconductors, or similar).
• Experience supporting government-funded research programs or structured, milestone-driven projects is a strong asset.
• Familiarity with technical documentation and reporting workflows.

Sought expertise and knowledge :

• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to work across multiple technical domains without needing deep subject-matter ownership.
• Comfort handling detailed documentation, schedules, and tracking systems.
• Proficiency with standard project management and documentation tools (e.g., spreadsheets, shared document platforms, task trackers like Jira or Asana).
• Familiarity with typesetting software like LaTex or Markdown (or a willingness to learn).
• Familiarity with government or regulated program environments is an asset.

Sought profile :

• Highly reliable, methodical, and attentive to detail.
• Effective communicator with excellent coordination skills.
• Comfortable in fast-paced, cross-functional environments.
• Motivated by clarity, accountability, and supporting scientific progress.

We are committed to building an inclusive team that draws on a wide range of experiences and are mindful that strengths can take many forms. We place value on initiative, adaptability, and a collaborative mindset—regardless of formal background.

Working language : English and/or French (knowledge of French is an asset)

Workplace : Espace Quantique 1, 1950 rue Roy, Sherbrooke, QC, J1K 1B7
Contact: ,