**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
- Strong 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 quick-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 (Greater Toronto Area)
🏢 VAZA
📍 Greater Toronto Area