Executive Assistant to the CEO & Office Manager

About the role

Executive Assistant to the CEO & Office Manager
(permanent position, 40 hour per week)
Contact: (819) 975-4654, [email protected] 

About Nord Quantique

At Nord Quantique, we strive to build impactful technology by relentlessly pushing our understanding of quantum science. We are an interdisciplinary team of scientists, engineers, innovators, builders, and enthusiasts on a mission to make quantum computing a reality. Our quantum processors are designed to reduce errors in quantum computation to facilitate long-term scaling toward fully-fledged quantum computers. We believe it is our responsibility to deliver this transformative technology for the greater good of society.

Located at the heart of the beautiful Eastern Townships region in the province of Quebec, Canada, we develop our technology in the vibrant quantum ecosystem of Sherbrooke. Leaning on more than a decade of vertical integration of quantum hardware, we are leveraging a comprehensive pool of quantum technology and micro-electronic infrastructure to deploy our quantum computing technology.

Our current needs

The Executive Assistant to the CEO & Office Manager provides high-level administrative support to the CEO while ensuring the smooth day-to-day operation of the Sherbrooke office.

Reporting to the Vice President, Human Resources, this role works closely with the CEO and provides selected administrative support to other members of the executive team. The CEO remains the primary executive supported by the position.

This position requires someone who is highly organized, discreet, proactive and comfortable moving between executive-level responsibilities and hands-on office coordination. The ideal candidate anticipates needs, exercises sound judgment, creates structure in a fast-moving environment and represents the organization professionally with both internal and external stakeholders.

This is an office-based role in Sherbrooke given the importance of the workplace and employee experience responsibilities.

Working in close collaboration with the CEO, the person in this role will be responsible for :

Executive Support to the CEO

• Manage and optimize the CEO’s calendar, including scheduling, prioritizing meetings and resolving conflicts.
• Coordinate domestic and international travel, including flights, accommodation, ground transportation and detailed itineraries.
• Organize internal and external meetings involving employees, customers, investors, Board members, partners and other stakeholders.
• Ensure the CEO is appropriately prepared for important meetings by coordinating agendas, materials and logistics.
• Track key commitments, follow-ups and deadlines arising from meetings when required.
• Prepare and submit expense reports and support other administrative requirements.
• Protect the CEO’s time by applying sound judgment around priorities and scheduling.
• Anticipate upcoming needs and proactively address scheduling or logistical issues.
• Handle sensitive and confidential information with a high degree of discretion.
• Communicate professionally on behalf of the CEO with internal and external stakeholders in both French and English.
• Support to the broader executive team will be balanced against the requirements of the CEO, who remains the primary executive supported by the role.

Office Management

Take ownership of the day-to-day operation and employee experience of the Sherbrooke office, including:

• Act as the primary coordinator with District, the office building management team, for building-related matters, access, services, maintenance and other workplace needs.
• Coordinate office suppliers, service providers and vendors.
• Manage office and kitchen supplies and other workplace needs.
• Coordinate maintenance and servicing of office equipment and amenities, including coffee machines and meeting-room equipment.
• Ensure meeting rooms, common spaces and employee areas are functional, professional and well maintained.
• Coordinate visitors and external guests.
• Coordinate building access, badges and physical office access.
• Liaise with District to arrange building access for new employees.
• Manage catering and office logistics for meetings and events.
• Monitor office-related contracts and invoices in partnership with Finance.
• Identify opportunities to continuously improve the functionality and employee experience of the workplace.
• Serve as the primary point of coordination for day-to-day office matters.

Corporate Apartment Coordination

Manage the two company apartments used by employees travelling to Sherbrooke, including:

• Coordinate apartment availability and reservations for travelling employees.
• Maintain an accurate booking calendar and communicate arrangements to employees.
• Coordinate cleaning, maintenance and repairs between stays.
• Ensure apartments are appropriately stocked and ready for employee arrivals.
• Liaise with service providers and address issues that arise during employee stays.
• Monitor apartment-related supplies and recurring expenses.
• Establish and maintain clear guidelines for use of the apartments.
• Partner with HR and Finance as needed on apartment policies, costs and usage.

Education and experience requirements

The successful candidate will likely bring:

• Approximately 5 to 8+ years of experience in executive assistance, senior administration, office management or a similar role.
• Experience directly supporting a CEO, senior executive or executive team.
• Strong experience managing complex calendars and domestic and international travel.

Sought expertise and knowledge:

• Excellent organizational and prioritization skills.
• Strong judgment and an ability to anticipate needs before they become issues.
• High level of discretion and comfort handling confidential information.
• Ability to manage multiple competing priorities in a fast-paced environment.
• Strong attention to detail without losing sight of broader priorities.
• Excellent interpersonal skills and the ability to interact confidently with employees, executives, Board members, investors, partners, vendors and other external stakeholders.
• Strong proficiency with Microsoft 365, including Outlook, Teams, PowerPoint, Word and SharePoint.
• Ability to work independently, take ownership of issues and follow them through to resolution.
• Comfortable combining senior executive support with practical, hands-on office responsibilities.
• Language Requirement

• Full professional proficiency in both French and English, written and spoken, is required.
• The role regularly interacts with employees, executives and external partners in Quebec, elsewhere in Canada and internationally.
• The successful candidate must be comfortable communicating, coordinating and preparing professional correspondence in both languages.

Sought profile:

• Judgment and prioritization : Understands what is important, what can wait and when escalation is required.
• Anticipation: Looks ahead and identifies what the CEO, executives or office will need before being asked.
• Organization: Creates structure, maintains strong follow-through and manages complex schedules and logistics effectively.
• Discretion: Handles sensitive business and employee information appropriately.
• Communication: Communicates clearly, professionally and confidently in both French and English with a wide range of internal and external stakeholders.
• Service orientation: Approaches both executive support and workplace responsibilities with professionalism and a willingness to help.
• Adaptability: Comfortable shifting between high-level executive support and practical office responsibilities.
• Ownership: Takes responsibility for problems and follows them through to resolution.

Measures of Success 

Within the first 6 to 12 months, success would look like:

• The CEO’s calendar and travel are managed proactively with minimal administrative burden.
• The CEO is well prepared for key meetings and commitments.
• Executive meetings and travel are professionally coordinated and executed.
• The Sherbrooke office operates smoothly with clear ownership of workplace needs.
• The relationship with District is well managed and office issues are addressed promptly.
• The company apartments are well maintained, efficiently scheduled and ready for travelling employees.
• Executives understand what support is available and how requests are prioritized.
• Office vendors, supplies and recurring services are well managed.
• Employees and external stakeholders receive professional and responsive support in both French and English.
• The role anticipates problems rather than simply responding to requests.
• Administrative support enables the CEO and executive team to spend more time on their highest-value priorities.

Nord Quantique is committed to the principles of equity, diversity, and inclusion in its training, workplaces, and activities. We encourage applications from diverse backgrounds and traditionally marginalized groups.

Working at Nord Quantique

At Nord Quantique, you will be part of something special: working in a highly dynamic environment at the forefront of quantum technology development while benefiting from a vibrant ecosystem located at the heart of the Quantum Innovation Zone of the picturesque city of Sherbrooke. Our interdisciplinary team is laser-focused on solving grand challenges and making quantum computing a reality.

Nord Quantique is an equal-opportunity employer, and we are committed to building a diverse and inclusive work environment where all individuals can fulfill their aspirations while being supported and heard. This also means that we offer flexible work schedules and adapt our methods for the well-being of every individual.

Moving to Nord Quantique

Nord Quantique offers extensive moving support, including help with immigration paperwork, finding a place to live, with access to childcare and schools, even helping your partner to find a new job. We offer a relocation compensation package and competitive salaries.

Salary: $70000-$85000

Vacation: 5 weeks per year

Benefits: Group insurance (including dental care), virtual care, lifestyle spending account (all available after 3 months of service)

Working language: English and French

Workplace: Sherbrooke – Espace Quantique 1.

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Source: Nord Quantique's careers page via Html. Read by TQI on 1 Nov 2026.