Executive Assistant

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      "state": "Quebec",
      "postalCode": "J1H 1Z1",
      "addressCountry": "Canada"
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    "datePosted": "2026-05-18",
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    "description": "<p><span><span style=\"font-weight: bold\">Executive Assistant</span></span></p>\n<p><span><span style=\"font-weight: bold\">Operations Team-Sherbrooke, Quebec</span></span></p>\n<p><br></p>\n<p><span><span style=\"font-weight: bold\">About Us</span></span></p>\n<p><span><span style=\"font-weight: bold\">SBQuantum is a seed-stage startup at the forefront of magnetic sensing innovation. Our vision is to unlock the full potential of magnetic intelligence through our proprietary quantum diamond technology. By combining diamond-based quantum sensors with advanced AI-driven software, we transform complex magnetic field data into actionable, high-value insights. </span></span></p>\n<p><br></p>\n<p><span><span style=\"font-weight: bold\">Our solution enables accurate magnetic mapping and object detection in environments where traditional sensing technologies—like GPS, radar, imagery, or sonar—cannot perform. From public safety and defence to space exploration, our multidisciplinary team of engineers, physicists, and data scientists is redefining how the world perceives magnetic signals—turning invisible complexity into clear, useful intelligence.</span></span></p>\n<p><br></p>\n<p><span><span style=\"font-weight: bold\">Position Summary</span></span></p>\n<p><span><span style=\"font-weight: bold\">We are seeking a highly organized and proactive Executive Assistant to support our Executive Management team (CEO and CTO). This role will provide executive and administrative support for office management, calendar management, travel arrangements, email management, operations, and special projects. The ideal candidate is detail-oriented, adaptable, tech-savvy, and comfortable managing multiple priorities in a dynamic startup setting.</span></span></p>\n<p><br></p>\n<p><span><span style=\"font-weight: bold\">Key Responsibilities</span></span></p>\n<p><br></p>\n<p><span><span style=\"font-weight: bold\">Priorities &amp; meetings</span></span></p>\n<ul>\n<li><br><span><span style=\"font-weight: bold\">Work with CEO and CTO to resolve conflicts based on strategic priorities</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Help execute on and ensure operations align with strategic objectives.</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Prep agendas and pre-reads; confirm attendees, dial-ins, and rooms</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Block focus/deep-work time and protect it</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Run recurring leadership/standup logistics</span></span></li>\n</ul>\n<p><span><span style=\"font-weight: bold\">Travel &amp; events</span></span></p>\n<ul>\n<li><br><span><span style=\"font-weight: bold\">Conference logistics: registration, booth coordination, speaker submissions (Quantum.Tech, AUVSI, SOFIC, DSEI, etc.)</span></span></li>\n<li><span>Visa/cross-border logistics, especially US ↔ Canada for SBQuantum staff</span></li>\n<li><br><span><span style=\"font-weight: bold\">Expense reports and reconciliation</span></span></li>\n</ul>\n<p><span><span style=\"font-weight: bold\">Inbox &amp; communications </span></span></p>\n<ul>\n<li><br><span><span style=\"font-weight: bold\">Triage and draft responses on behalf of CEO/CTO</span></span></li>\n</ul>\n<p><span><span style=\"font-weight: bold\">Board &amp; investor relations</span></span></p>\n<ul>\n<li><br><span><span style=\"font-weight: bold\">Schedule and prep board meetings; assemble board decks and pre-reads</span></span></li>\n</ul>\n<p><span><span style=\"font-weight: bold\">Confidential document &amp; contract handling</span></span></p>\n<ul>\n<li><br><span><span style=\"font-weight: bold\">NDAs in/out, light contract administration, e-signature workflows (DocuSign)</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Maintain organized Drive/SharePoint with proper access controls</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Cap table touchpoints with legal/finance (no edits — coordination only)</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">ITAR/CUI awareness for defense-related materials (knows what not to forward)</span></span></li>\n</ul>\n<p><span><span style=\"font-weight: bold\">CTO-specific R&amp;D operations</span></span></p>\n<ul>\n<li><br><span><span style=\"font-weight: bold\">Help maintain and coordinate tech stack vendor for new tech integration and deployment.</span></span></li>\n</ul>\n<p><span><span style=\"font-weight: bold\">Special projects </span></span></p>\n<ul>\n<li><br><span><span style=\"font-weight: bold\">Own small but important workstreams the CEO/CTO don't have time for (e.g., conference applications, awards submissions, recruiting pipeline tracking)</span></span></li>\n</ul>\n<p><span><span style=\"font-weight: bold\">Office Administration</span></span></p>\n<ul>\n<li><br><span><span style=\"font-weight: bold\">Manage day-to-day office operations and administrative activities</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Coordinate schedules, meetings, travel arrangements, and company events</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Maintain office supplies, equipment, and vendor relationships</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Organize company records, documentation, and filing systems</span></span></li>\n</ul>\n<p><span><span style=\"font-weight: bold\">Technology &amp; Systems Support</span></span></p>\n<ul>\n<li><br><span><span style=\"font-weight: bold\">Utilize productivity and collaboration  technology tools and platforms </span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Assist with basic IT coordination and technology-related office needs</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Maintain accurate digital records and workflow systems</span></span></li>\n</ul>\n<p><br></p>\n<p><span><span style=\"font-weight: bold\">Qualifications</span></span></p>\n<ul>\n<li><br><span><span style=\"font-weight: bold\">Bachelor’s degree in Business Administration, Communications, Marketing or related field preferred</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">5+ years of Executive-level administrative support in a start-up environment</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Bi-lingual (French/English)</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Experience working in a startup or technology company is a must</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Strong organizational and multitasking skills</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Excellent written and verbal communication abilities</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">High attention to detail and problem-solving capability</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Experience coordinating and ability to prioritize competing deadlines effectively</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Professional, positive, and collaborative attitude</span></span></li>\n</ul>\n<p><br></p>\n<p><span><span style=\"font-weight: bold\">What makes this role deep-tech specific</span></span></p>\n<ul>\n<li><br><span><span style=\"font-weight: bold\">Comfort with technical/scientific vocabulary and IP/grant workflows</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Discretion around classified-adjacent and export-controlled material</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Ability to interface credibly with PhD researchers, defense program managers, and institutional VCs in the same day</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Cross-border (US-Canada) administrative fluency</span></span></li>\n</ul>\n<p><br></p>\n<p><span><span style=\"font-weight: bold\">What We Offer</span></span></p>\n<ul>\n<li><br><span><span style=\"font-weight: bold\">Competitive salary and meaningful equity.</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Opportunity to be an early team member shaping both the technology and the culture</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Flexible, collaborative work environment</span></span></li>\n<li><br><span><span style=\"font-weight: bold\">Professional growth opportunities as we scale.</span></span></li>\n</ul>\n<p><br></p>\n<p><span><span style=\"font-weight: bold\">At SBQ, we are mission driven and collaborate with people independently of gender, race, beliefs, citizenship, orientation and value unconventional paths. Let's meet!</span></span></p>",
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