ventureLAB INNOVATION CENTRE

o/a ventureLAB

Executive Assistant — Job ID 202528

Position Profile

About ventureLAB

ventureLAB is a not-for-profit leading global founder community for hardware technology and enterprise software companies in Canada. Our organization is led by seasoned entrepreneurs and business leaders with decades of industry experience in building IP-rich start-ups, scale-ups, and global multinationals to help businesses scale. Located at the heart of Ontario’s innovation corridor in York Region, ventureLAB is part of one of the biggest and most diverse tech communities in Canada. Since 2011, ventureLAB has enabled over 4,000 tech ventures to create over 6,800 jobs and raise more than $420 million in investment capital through our initiatives focused on raising capital, talent retention, technology and IP commercialization, and customer acquisition. Together with our community of entrepreneurs, innovators, investors, and partners, we enable technology startups to accelerate the commercialization of transformational products on a global scale. ventureLAB is home to the Hardware Catalyst Initiative — Canada’s only lab and incubator for hardware and semiconductor-focused companies. 

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Our Mission

Powering hardtech founders to build and scale globally competitive ventures that advance Canada's knowledge-based economy.

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Our Vision

Born Global. Built to Scale. Inclusive by Design. Inspire a new generation of global founders who choose Canada to scale IP-rich tech titans creating innovative hardware and scale-ready enterprise software solutions that transform communities and establish a blueprint for a more sustainable, inclusive tech ecosystem.

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Our Values — Team RIVIR

• Relentless: We are tenacious and resilient. We follow through and remove roadblocks so together we succeed and go further.
• Inclusive: We are empathetic, open-minded and collaborate respectfully so that we build trust with each other and value diverse opinions, ideas and perspectives to learn and make better decisions.
• Visionary: We inspire bold futures with our founders, team, partners and community by challenging each other respectfully and thinking differently.
• Innovative: We celebrate ingenuity and empower the team to create new ideas, processes and strategies. We are curious and resourceful by asking questions for clarity.
• Results: We are proactive and plan. We are accountable and focused. We are direct and transparent through fact-based discussions.

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ventureLAB is made up of passionate, driven individuals, and is growing quickly. It is a fast-paced, flexible environment where individual contributors make a big difference and work collaboratively to achieve shared goals. We are proud to be one of Canada’s Most Admired Corporate Cultures and a Great Place to Work®.

Position Profile

Reporting to the Vice President, External Relations, the Executive Assistant (EA) will be responsible for providing integral executive, administrative and development support to the Chief Executive Officer (CEO) and the Leadership Team. The EA serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO. The EA serves as support for the Leadership Team, organizes outreach on behalf of the CEO and oversees special projects.

The EA will be an experienced, reliable and organized individual with a strong customer service and can­ do attitude. The EA will have prior track record in administrative and office management roles and a proven track record of creative problem-solving and change management in a fast-paced, entrepreneurial-driven organization and must at all times uphold a strict level of confidentiality. As part of the close working relationship with the CEO, the EA is required to be on-site five days a week. 

Responsibilities

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Executive Support

• Supports the CEO and the Leadership Team with daily administrative duties and completes a broad range of administrative tasks including managing the CEO's calendar and scheduling appointments, scheduling and managing travel plans and itineraries, completing expense reports, composing and preparing correspondence, arranging agendas and preparing documents for meetings.
• Communicates with staff on the CEO and Leadership Team’s behalf and coordinates logistics with high level meetings both internally and externally, where appropriate coordinating and collaborating with the Marketing & Communications teams. 
• Communicates on behalf of the Leadership Team with Board Members and other senior stakeholders as directed.
• Coordinates meetings and follow-up actions for strategic Leadership Team activities.
• Supports the CEO in their external commitments, including services on external boards, committees and other groups.
• Serves as CEO's administrative liaison to the Board of Directors and manages Board activities which include coordinating, scheduling and confirming attendance for quarterly Board Meetings, the Annual General Meeting, new Board member orientations; compiling, assembling and distributing Board meeting materials and records minutes for Board meetings.

• Coordinates Finance and other Board Committee meetings, maintains confidential files and contact information.

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Management Liaison

• Participates as an adjunct member of the Leadership Team including assisting in scheduling and attending meetings. May be asked to represent the CEO and Leadership Team at designated internal meetings as required.
• Assists in coordinating agendas, tracking actions and open issues for Leadership Team meetings. Prepares minutes, action register and follows up on assigned action items.
• Supports the Leadership Team with administrative duties as required.

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Other responsibilities

• Coordinate with other departments to ensure priority processes and policies as directed by the Leadership Team are implemented and in place on schedule and with quality.
• Supports HR related matters including drafting emails and letters for reviews, contracts and agreements as directed.
• Supports internal approval processes such as submitting agreements and contracts for signature and following up with both internal and external parties.
• Arranging, coordinating or providing support at ventureLAB internal and external events, which may include support of the Events team in coordinating logistics as well as greeting and signing in visitors/guests.
• Manage any speaking or external meeting requests for the CEO in collaboration with the Marketing & Communications teams.
• Develop and sustain a high level of rapport and professionalism with team members, companies, partners and other stakeholders.
• Contribute to the development and delivery of ventureLAB's strategic goals and objectives as well as the overall management of the organization.

Qualifications

• Minimum of 5 years of experience providing executive-level administrative support to senior leaders or C-suite executives.
• Demonstrated professionalism, sound judgment, and discretion, with a proven ability to handle confidential information with the highest level of integrity.
• Exceptional organizational, logistical, and time management skills with the ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment.
• Calm and composed under pressure, with the ability to remain positive and organized in dynamic, ambiguous situations and shifting priorities.
• Strong interpersonal and relationship-building skills, able to engage effectively with internal staff, board members, senior executives, and external partners.
• Excellent written and verbal communication skills, with strong attention to detail and a professional tone in all correspondence.
• A proactive, resourceful, and solution-oriented approach, demonstrates initiative, anticipates needs, and responds quickly to changing circumstances.
• Collaborative team player with a commitment to providing outstanding service and support to executives and stakeholders.
• Strong problem-solving, negotiation, and conflict-resolution skills, with the ability to navigate complex or sensitive situations diplomatically.
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Slides); familiarity with tools such as Dropbox and other productivity platforms.
• Passion for the ventureLAB Mission, Vision and Culture Values

Salary & Benefits 

Salary Range: $80,000 to $85,000 CAD per annum. In addition to salary, ventureLAB offers:

• Comprehensive Health and Dental Benefits Package
• Up to three weeks of paid vacation, depending on seniority and company policy
• Annual Funding for Professional Development Activities
• Access to Innovation Ecosystem Events and Networks

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Location of Work

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According to ventureLAB’s Work Policy, this role is an on-site essential role and works on-site from the office five days a week (Monday to Friday). 

How to Apply

Apply to hr@venturelab.ca by Friday November 21, 2025, quoting “Executive Assistant - Job ID  202528” in the subject line. Include your resume and a brief note telling us why you’d be a great addition to the ventureLAB team. Early submissions are encouraged as applications will be reviewed on a rolling basis.

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At ventureLAB, we value diversity, inclusion, and respect. Diverse experience, perspectives, and backgrounds bring great ideas and create stronger teams. We embrace it, because we know that by including everyone, we all thrive. Accommodations are available on request for candidates with disabilities taking part in the recruitment process.

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We thank all applicants for their interest, however, only qualified candidates will be contacted.