Office Manager & Executive Assistant

Location: On-site in Montreal, Canada

Company

hirify.global is a frontier AI research startup building world models and AI systems designed to understand the real world, retain persistent memory, reason and plan, and remain controllable and safe. Offices are located in Paris, Montreal, New York, and Singapore.

What you will do

• Manage a co-founder’s calendar, prioritize requests, coordinate meetings across time zones, and handle external engagement requests.
• Arrange travel, prepare itineraries, manage expenses, coordinate meeting logistics, prepare materials, track action items, and follow up on commitments.
• Set up and run the Montreal office, including supplies, equipment, service providers, building management, vendors, and contractors.
• Manage day-to-day office operations, maintenance, repairs, meeting rooms, kitchen supplies, and general workplace readiness.
• Organize team meetings, lunches, events, colleague and guest visits, candidate and new-hire welcomes, and on-site workplace programs.
• Coordinate with colleagues across global offices and build practical processes for scheduling, onboarding, communications, and office operations.

Requirements

• Experience in office management, executive support, or a similarly varied operational role.
• Strong organizational skills and reliable follow-through.
• Ability to prioritize competing requests and adapt when plans change.
• Clear communication, good judgment, and discretion when handling sensitive information.
• Practical, service-minded approach with ownership of operational needs.
• Scrappy, figure-it-out mindset and comfort working independently in a startup where responsibilities evolve and processes may not yet exist.
• Confidence using calendar, document, and communication tools.

Culture & Benefits

• Ground-floor role with broad responsibilities and the opportunity to build Montreal office systems from the ground up.
• Startup environment focused on initiative, resourcefulness, engineering excellence, and execution.
• Collaboration across offices in Paris, Montreal, New York, and Singapore.
• On-site work supporting a welcoming, organized, and effective office environment.