Executive Assistant & Ops Project Manager

About the role

As Alice & Bob continues to grow, the pace of decision-making and the operational complexity across the Leadership Team are increasing significantly.

The Executive Assistant & Ops Project Manager enables leaders to focus on strategic priorities in two ways: by driving operational projects that improve how the Leadership Team and the company run, from scoping to delivery, and by taking full ownership of scheduling, travel, and day-to-day coordination.

Reporting to the Chief of Staff, you will work closely with all members of the Leadership Team and become a trusted operational partner, ensuring that complex logistics are handled smoothly, reliably, and with great attention to detail.

Responsibilities:

Manage executive calendars and meeting coordination
Coordinate and optimize busy executive calendars
Schedule high-complexity meetings involving multiple stakeholders, recurring formats, and external constraints
Anticipate and resolve scheduling conflicts proactively
Coordinate travel and provide operational support
Organize domestic and international travel end-to-end and manage last-minute changes with a solution-oriented mindset
Handle expense follow-ups, bookings, and room logistics with rigor and consistency
Prepare and format documents, presentations, and decks as needed
Lead operational projects for the Leadership Team
• Scope, plan, and drive cross-functional operational projects from kickoff to delivery, defining objectives, timelines, budget, and success criteria
• Coordinate stakeholders across departments, track deliverables and dependencies, and ensure on-time delivery
• Report on project status and flag risks and trade-offs proactively to the Chief of Staff
• Examples of projects: rollout of a new internal tool or process, company-wide planning and objective-setting cycles, redesign of a workflow shared between several teams, office layout and seating projects with IT and Office Management
Run the Leadership Team's operating rhythm
• Structure and coordinate recurring leadership formats (leadership meetings, quarterly reviews, board meeting preparation), including agendas, pre-reads, and materials
• Take meeting notes, track decisions and action items, and follow up to closure
• Build and maintain trackers and dashboards giving the Leadership Team a clear view of ongoing initiatives
• Identify recurring friction points in how the Leadership Team operates and propose process improvements
Project-manage internal and external events
• Plan and execute team and department offsites, leadership seminars, and team events, owning the project plan from kickoff to post-event review
• Coordinate external conferences and multi-day workshops

Requirements:

This person combines the rigor of an experienced Executive Assistant with the operational mindset of a Project Manager, bringing strong coordination skills and a calm, solution-oriented approach.
 
• 2–3+ years of experience in an Executive Assistant, Operations, Project Coordination, or Project Management role
• Bachelor’s degree or equivalent experience
• Strong written and verbal communication skills in both French and English
• Excellent organizational and prioritization skills
• Strong attention to detail and reliability under changing priorities
• Ability to manage multiple stakeholders simultaneously
• High level of autonomy and ownership
• Comfortable alternating between high-visibility projects and lower-visibility operational tasks
• Proficiency with project tracking, calendar management, travel booking, and presentation/document tools
• Proven project management skills: scoping, planning, prioritization, stakeholder coordination, risk tracking, and follow-through on deliverables

Recruitment process:

Screening Call with Sylamite, Talent Acquisition Specialist (30 min)
Hiring Manager Interview with Hector (45 min)
Technical Interview/Presentation with the Team (90 min)
Leadership Interview + Fit Interview (60 min)
Reference check