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executive assistant

Posted on May 13, 2026 by Employer details Vacare Group, LLC

Job details

<h3>Job Description</h3><div>Job Description<div>Executive AssistantOperations Team-Sherbrooke, Quebec About UsSBQuantum 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 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. Position SummaryWe 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 ResponsibilitiesPriorities & meetings<ul><li>Work with CEO and CTO to resolve conflicts based on strategic priorities</li><li>Help execute on and ensure operations align with strategic objectives.</li><li>Prep agendas and pre-reads; confirm attendees, dial-ins, and rooms</li><li>Block focus/deep-work time and protect it</li><li>Run recurring leadership/standup logistics</li></ul>Travel & events<ul><li>Conference logistics: registration, booth coordination, speaker submissions (Quantum.Tech, AUVSI, SOFIC, DSEI, etc.)</li><li>Visa/cross-border logistics, especially US ? Canada for SBQuantum staff</li><li>Expense reports and reconciliation</li></ul>Inbox & communications<ul><li>Triage and draft responses on behalf of CEO/CTO</li></ul>Board & investor relations<ul><li>Schedule and prep board meetings; assemble board decks and pre-reads</li></ul>Confidential document & contract handling<ul><li>NDAs in/out, light contract administration, e-signature workflows (DocuSign)</li><li>Maintain organized Drive/SharePoint with proper access controls</li><li>Cap table touchpoints with legal/finance (no edits - coordination only)</li><li>ITAR/CUI awareness for defense-related materials (knows what not to forward)</li></ul>CTO-specific R&D operations<ul><li>Help maintain and coordinate tech stack vendor for new tech integration and deployment.</li></ul>Special projects<ul><li>Own small but important workstreams the CEO/CTO don't have time for (e.g., conference applications, awards submissions, recruiting pipeline tracking)</li></ul>Office Administration<ul><li>Manage day-to-day office operations and administrative activities</li><li>Coordinate schedules, meetings, travel arrangements, and company events</li><li>Maintain office supplies, equipment, and vendor relationships</li><li>Organize company records, documentation, and filing systems</li></ul>Technology & Systems Support<ul><li>Utilize productivity and collaboration technology tools and platforms</li><li>Assist with basic IT coordination and technology-related office needs</li><li>Maintain accurate digital records and workflow systems</li></ul> Qualifications<ul><li>Bachelor's degree in Business Administration, Communications, Marketing or related field preferred</li><li>5+ years of Executive-level administrativ