Workplace Experience Manager & Executive Support - Spellbook

Spellbook is the most comprehensive AI copilot for transactional lawyers, working directly inside Microsoft Word to help legal teams draft, review, and negotiate contracts up to 10x faster. Backed by leading investors including Khosla Ventures, Thomson Reuters Ventures, and Inovia Capital, Spellbook recently raised $50 million in Series B funding, bringing total funding to over $80 million.

About the Role

As the Workplace Experience Manager & Executive Support, you will play an integral role in creating a space that empowers and engages our team to do their best work. You'll use your operational expertise to keep our office running smoothly while managing budgets, inventory, and coordinating with external vendors. You will also play a key role in enabling our executive leadership team (COO, CSO, CRO + VPs) to focus on strategic priorities by tackling email inboxes, organizing calendars, supporting travel bookings, and assisting with special projects.

You'll support onboarding efforts, act as the main point of contact for new hires visiting the office, and work cross-collaboratively with distributed People and Operations teams to build connection and culture through local events and office socials.

Responsibilities

Workplace Experience

• Own day-to-day operations of the Toronto office, including managing budgets, inventory, deliveries, and shared office calendars.
• Ensure a clean and safe work environment by proactively reporting safety concerns and addressing cleanliness issues.
• Manage office supplies, equipment, and vendor relationships, including ordering, maintenance, and repairs.
• Serve as the primary liaison with the landlord and building management on maintenance and facilities matters.
• Support new hire onboarding logistics, including equipment ordering, shipping swag, and coordinating office tours.
• Plan team socials for Toronto and support planning for other city hubs to build connections across the team.
• Assist with planning, coordination, and execution of internal and external events, weekly team lunches, on-sites, board meetings, and customer visits.
• Identify opportunities to improve workplace processes and implement efficiencies.

Executive Support

• Provide shared administrative support to members of the executive leadership team (COO, CRO, CSO, VP Sales, VP Engineering, VP Finance, etc.).
• Support executives with scheduling, calendar coordination, travel arrangements, expense reporting, presentations, and report preparation.
• Coordinate across teams to support executive initiatives, deadlines, and information flow.
• Handle confidential and sensitive information with discretion and sound judgment.
• Provide ad hoc administrative support to the broader team as needed.

Qualifications

• 3+ years of experience in a workplace experience, office management, executive assistance, or similar role.
• Strong organizational skills and exceptional 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 independently and collaboratively.
• Ability to maintain discretion in handling sensitive matters.
• Available to work onsite 5 days a week at the office in Toronto.

Why Join Spellbook?

• Embrace autonomy and accountability in a flexible environment focused on outcomes.
• Access company-paid group benefits for you and your family, including $1,000 towards mental health support.
• Disconnect during holiday closures and take advantage of generous time off policies.
• Enjoy monthly paid meals, an annual wellness allowance, and parental leave top-ups.
• Secure a stake in our success with competitive stock option grants.