OFFICE MANAGER / ASSISTANT(E) DE GESTION

It works directly inside Microsoft Word to help legal teams draft, review, and negotiate contracts up to 10x faster and with greater precision. Today, more than 4,000 law firms, in-house teams, and solo practitioners rely on Spellbook to simplify their workflows and eliminate the drudgery of everyday contract work.

We are backed by leading investors including Khosla Ventures, Thomson Reuters Ventures, Inovia Capital, The LegalTech Fund, Bling Capital, and Moxxie Ventures. As the Office Manager & Executive Assistant, you will provide administrative support to the executive leadership team while ensuring smooth day-to-day operations in the Toronto office. You will play a key role in enabling the executives to focus on driving company growth and strategy, and you will be the go-to person for ensuring the Toronto office runs like clockwork.

Office Management & Facilities

Own day-to-day operations of the Toronto office to ensure a productive, well-functioning work environment.

Manage office supplies, equipment, and vendor relationships, including ordering, maintenance, and repairs.

Coordinate office usage and ensure facilities are clean, functional, and appropriately maintained.

Serve as the primary liaison with the landlord and building management on maintenance and facilities matters.

Track and manage office-related budgets and expenses.

Coordinate office and facilities aspects of employee onboarding and offboarding in partnership with People and IT.

Organize and support internal and external events, meetings, and employee activities in the office.

Manage incoming and outgoing mail and packages.

Oversee meeting room bookings and the shared office calendar.

Identify opportunities to improve office and administrative processes and implement efficiencies as appropriate.

Take on additional office and facilities responsibilities as needed.

Executive Assistant Support

Provide shared administrative support to members of the executive leadership team, including the COO, CRO, CSO, VP Sales, VP Engineering, VP Finance and others as required.

Support executives with scheduling, calendar coordination, travel arrangements, and general operational support.

Coordinate domestic and international travel, including flights, accommodations, and itineraries for the team.

Assist with planning, coordination, and execution of meetings and events.

Provide ad hoc administrative support to the broader team as needed.

Support additional projects and responsibilities as assigned.

3+ years of experience in office management, executive assistance, or a similar role.

• Proficient in Google Workspace, Microsoft Office, Notion, and Slack.
• Experience with event coordination and travel management.
• Available to work onsite 5-days a week at our office in Toronto.

Embrace autonomy and accountability in a flexible work environment; Disconnect during our holiday closure and take advantage of our generous time off policies throughout the year

Enjoy monthly paid meals, an annual wellness allowance to support your well-being and parental leave top-ups as your family grows

We do not discriminate based on gender, race, religion, national origin, ethnicity, disability, gender identity/expression, sexual orientation, veteran or military status, or any other protected category. Use of Artificial Intelligence in Recruitment

Spellbook uses artificial intelligence responsibly to support administrative and efficiency-focused aspects of our recruitment process. This includes activities such as drafting job descriptions, generating interview questions, note-taking, and supporting sourcing and scheduling workflows. Spellbook uses industry benchmark data to establish compensation bands for all roles. In addition to base salary and applicable commissions, total rewards may include equity, health and wellness benefits, and other company programs.