Administrative & Operations Assistant

Location: Toronto, ON

Type: Full-Time

Company: VAZA

VAZA is looking for a highly organized, proactive Administrative & Operations Assistant to support our founding team and help keep the operational side of the company running smoothly.

This is a high-trust, hands-on role for someone who is comfortable moving between administrative work, documentation, scheduling, applications, office operations, presentations and internal coordination in a fast-paced startup environment.

Responsibilities

Prepare contractor agreements, NDAs and other standard company documents using approved templates

Coordinate contractor onboarding, documentation and administrative requirements

Complete payment processor, banking, vendor, insurance and platform applications

Manage executive calendars, scheduling and meeting coordination

Organize company documents, agreements, invoices and internal records

Maintain administrative trackers for contracts, renewals, applications and deadlines

Update pitch decks, presentations and company materials as information changes

Coordinate office operations, supplies, vendors, maintenance and general workplace needs

Ensure the office is organized, stocked and properly attended to

Assist with invoice tracking, payment coordination and expense administration

Coordinate meetings, company events and internal logistics

Follow up with vendors, contractors, partners and service providers

Support founders with day-to-day administrative and operational tasks

Help ensure important deadlines, meetings and company obligations do not fall through the cracks

As the Role Grows

This position can expand into broader company operations, including:

Executive and founder support

Travel planning and itinerary coordination

Vendor and procurement management

Employee and contractor onboarding/offboarding





Internal documentation and company process management

Light HR administration

Corporate records and compliance administration

Expense reporting and finance administration

Board and investor meeting preparation

Data room and fundraising document organization

Recruiting coordination and interview scheduling

Company event and off-site coordination

Cross-functional project and deadline tracking

What We’re Looking For

Exceptionally organized with strong attention to detail

Strong written and verbal communication

Comfortable handling confidential company information

Able to prepare professional documents from templates

Solid PowerPoint / Google Slides skills

Comfortable with Google Workspace, Microsoft Office and Notion

Able to learn new software and administrative platforms quickly

Strong follow-through and ability to manage multiple open tasks simultaneously

Comfortable communicating with external vendors, contractors and professional service providers

Proactive and willing to solve problems without constant direction

Comfortable working directly with founders in a fast-moving environment

Good judgment around what is urgent, what can wait and when something needs to be escalated

Preferred Background

Experience in one or more of the following is an asset:

Executive assistance

Startup operations

Office administration

Legal administration

Finance administration

Business operations

Professional services

- Venture-backed startups

About VAZA

VAZA is a fast-growing consumer technology company building a new way for online communities to debate, vote and participate in culture.

We are looking for someone who takes ownership, communicates clearly, moves quickly and takes pride in making sure the details behind the company are handled properly.

To apply, please submit your resume along with a short note explaining why you would be a strong fit for a fast-paced startup environment.

📌 Administrative Assistant (Toronto)
🏢 VAZA
📍 Toronto