Executive Assistant & Office Manager

Spellbook is the most comprehensive AI copilot for transactional lawyers. 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. The company recently raised $50 million in Series B funding, led by Keith Rabois at Khosla Ventures, bringing its total funding to more than $80 million.

*This is an existing vacancy

ABOUT THE ROLE

As the Executive Assistant & Office Manager, 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.

RESPONSIBILITIES

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.

• Coordinate across teams to support executive initiatives, deadlines, and information flow.

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

• Track, prepare, and submit expense reports to ensure timely reimbursement.

• Prepare reports, documents, and presentations as requested.

• Handle confidential and sensitive information with discretion and sound judgment.

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

• Support additional projects and responsibilities as assigned.

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.

QUALIFICATIONS

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

• Strong organizational skills and attention to detail.

• Ability to multitask, prioritize, and thrive in a fast-paced environment.

• Excellent written and verbal communication skills.

• Proficient in Google Workspace, Microsoft Office, Notion, and Slack.

• Experience with event coordination and travel management.

• A proactive and positive attitude with the ability to work both independently and as part of a team.

• Ability to maintain confidentiality and discretion in handling sensitive matters.

• Available to work onsite 5-days a week at our office in Toronto.

WHY JOIN SPELLBOOK?

• Embrace autonomy and accountability in a flexible work environment; we focus on outcomes and empower you to determine how to get the job done

• Access our company-paid group benefits for you and your family, with $1,000 towards mental health support

• 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

• Secure your stake in our success; you’ll receive competitive stock option grants as a pivotal early employee

Inclusive Hiring at Spellbook

We are committed to creating an inclusive and supportive candidate experience. Should you require any accommodation whatsoever during the interview process, please inform us without any hesitation. Spellbook is dedicated to ensuring equal treatment and opportunity in all phases of recruitment, selection, and employment, in compliance with employment law. 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. Spellbook is proud to be an equal opportunity employer, fostering a culture of inclusivity and maintaining a work environment that is free from discrimination, harassment, and retaliation.

Use of Artificial Intelligence in Recruitment

Spellbook uses artificial intelligence (AI) 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 recordings, and supporting sourcing and scheduling workflows. All candidate evaluations, interviews, and hiring decisions are made by members of the Spellbook team. While AI tools may assist with screening and assessment, they do not replace human judgment in selection decisions. Our use of AI is intended to streamline routine tasks, improve consistency, and enhance the overall candidate experience. We are committed to upholding principles of fairness, transparency, and accountability in all hiring activities. Spellbook regularly reviews its recruitment practices to mitigate bias and to ensure alignment with applicable laws and evolving best practices.

Our Compensation Philosophy

Spellbook uses industry benchmark data to establish compensation bands for all roles. The salary range listed for a position reflects the expected total wage range for the role—including base salary and on-target commissions, where applicable—and may span multiple career levels. Final compensation is determined during the interview process based on factors such as experience, skills, scope, and role level. In addition to base salary and applicable commissions, total rewards may include equity, health and wellness benefits, and other company programs. Full details will be shared during the interview process.