Executive Assistant

Executive Assistant

Operations Team-Sherbrooke Quebec

About Us

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.

Our solution enables accurate magnetic mapping and object detection in environments where traditional sensing technologieslike GPS radar imagery or sonarcannot 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 signalsturning invisible complexity into clear useful intelligence.

Position Summary

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.

Key Responsibilities

Priorities & meetings

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  Work with CEO and CTO to resolve conflicts based on strategic priorities
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  Help execute on and ensure operations align with strategic objectives.
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  Prep agendas and pre-reads; confirm attendees dial-ins and rooms
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  Block focus/deep-work time and protect it
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  Run recurring leadership/standup logistics

Travel & events

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  Conference logistics: registration booth coordination speaker submissions ( AUVSI SOFIC DSEI etc.)
• Visa/cross-border logistics especially US Canada for SBQuantum staff
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  Expense reports and reconciliation

Inbox & communications

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  Triage and draft responses on behalf of CEO/CTO

Board & investor relations

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  Schedule and prep board meetings; assemble board decks and pre-reads

Confidential document & contract handling

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  NDAs in/out light contract administration e-signature workflows (DocuSign)
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  Maintain organized Drive/SharePoint with proper access controls
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  Cap table touchpoints with legal/finance (no edits coordination only)
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  ITAR/CUI awareness for defense-related materials (knows what not to forward)

CTO-specific R&D operations

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  Help maintain and coordinate tech stack vendor for new tech integration and deployment.

Special projects

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  Own small but important workstreams the CEO/CTO dont have time for (e.g. conference applications awards submissions recruiting pipeline tracking)

Office Administration

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  Manage day-to-day office operations and administrative activities
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  Coordinate schedules meetings travel arrangements and company events
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  Maintain office supplies equipment and vendor relationships
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  Organize company records documentation and filing systems

Technology & Systems Support

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  Utilize productivity and collaboration technology tools and platforms
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  Assist with basic IT coordination and technology-related office needs
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  Maintain accurate digital records and workflow systems

Qualifications

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  Bachelors degree in Business Administration Communications Marketing or related field preferred
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  5 years of Executive-level administrative support in a start-up environment
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  Bi-lingual (French/English)
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  Experience working in a startup or technology company is a must
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  Strong organizational and multitasking skills
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  Excellent written and verbal communication abilities
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  High attention to detail and problem-solving capability
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  Experience coordinating and ability to prioritize competing deadlines effectively
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  Professional positive and collaborative attitude

What makes this role deep-tech specific

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  Comfort with technical/scientific vocabulary and IP/grant workflows
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  Discretion around classified-adjacent and export-controlled material
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  Ability to interface credibly with PhD researchers defense program managers and institutional VCs in the same day
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  Cross-border (US-Canada) administrative fluency

What We Offer

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  Competitive salary and meaningful equity.
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  Opportunity to be an early team member shaping both the technology and the culture
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  Flexible collaborative work environment
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  Professional growth opportunities as we scale.

At SBQ we are mission driven and collaborate with people independently of gender race beliefs citizenship orientation and value unconventional paths. Lets meet!

Required Experience:

IC