Executive Assistant

Company Description:

ElleLogic AI is building the intelligence layer for emergency care intake and triage, giving emergency departments real-time visibility into who has arrived, what risks they carry, and how urgently they need attention. The platform unifies fragmented data such as symptoms, prior visits, and key risk indicators, surfacing the most critical information at the moment of decision-making. This enables clearer prioritization, more consistent triage across shifts, and fewer preventable delays in care. Developed in close collaboration with clinicians and tested in live emergency environments, ElleLogic AI supports frontline teams under pressure by reducing cognitive load and improving operational clarity. Candidates can learn more about the company and its mission at ellelogicai.com

Job Description:

As an Executive Assistant at ElleLogic AI, you will be assisting our CEO manage her schedules and communications, plan travels, document, provide support in special projects, manage the office, and more. Our ideal candidate's first 90 days are broken down as follows:

• First 30 Days: Understand CEO working style, organize the calendar, establish inbox categories, and build a priority tracker.
• First 60 days: Independently coordinate routine meetings, travel, follow-ups, and executive briefing materials and some internal communications/ notices.
• First 90 days: Proactively manage executive administrative workflows, flag deadlines, and reduce CEO direct involvement in routine coordination and some external communications. Ensures nothing falls through the crack.

Required Experience:

• Communication Handling: Screen phone calls, read and sort emails, act as a main contact point for internal and external contacts
• Calendar Management: Control CEO’s schedule and prioritize meetings while identifying scheduling conflicts, upcoming deadlines, and potential bottlenecks before they become problems.
• Travel Planning: Book flights, hotels, and create trip itineraries. 
• Reports & Data: Write memos, organize spreadsheets, and prepare expense reports.
• Event Coordination: Plan board meetings, retreats, and large company events.  
• Documentation: Filing important documents, such as reports, meeting notes, emails, and letters
• Office Management: Manage the opening of the Montreal office, including certifications, service providers and overall set up.
• Executive communications and stakeholder management: Coordinate meetings with investors, clients, strategic partners, and advisors. Maintain organized stakeholder contact records and a confidential executive action tracker.
• Administrative support for special projects, such as investor meeting logistics, data room organization, US expansions

Qualifications & Skills:

• 3 - 5 years of experience supporting a CEO, founder, or a senior executive
• High School Diploma or equivalent
• Fluent in English and French, written and spoken
• Strong attention to details, accuracy, and consistency 
• Professionalism, confidence, and excellent interpersonal skills when interacting with individuals at all levels of the organization and externally
• Ability to conduct research and create reports
• Time management
• Ability to learn quickly 
• Handle sensitive and confidential information with discretion
• Basic computer and office equipment skills
• Comfortable with technology and a strong interest in continuous learning and adopting new tools, including artificial intelligence (AI)
• Ability to anticipate needs and work independently with minimal supervision.
• Strong judgment when prioritizing competing requests.
• Ability to be in office