Virtual Executive & Administrative Assistant | LinkedIn Community Management

Location: Calgary, Canada / Operations in India and Internationally

About the business

A Canadian deep-tech company developing 5D optical data storage technology using femtosecond lasers to write data into fused quartz.

The company is currently in the research and development/prototyping stage and is building its operational infrastructure in Canada and internationally. As the company progresses toward product launch, the team is looking for reliable operational support to help maintain consistency, organization, communication, and visibility across day-to-day activities.

About the Role

Is looking for a highly organized, proactive, and dependable Virtual Executive & Administrative Assistant who can work closely with the COO and provide day-to-day administrative and executive support while also assisting with the company's LinkedIn presence and community engagement.

The ideal candidate is someone who can take ownership of recurring administrative responsibilities, keep tasks and communications organized, follow up proactively, and help ensure that important items do not get missed.

This role is initially focused on Executive/Administrative Support and LinkedIn Community Management .

As Aionix Data progresses toward launch, the scope may expand to include website/CMS updates, video editing, customer support, and other digital/operational support , potentially through additional specialized team members.

Key Responsibilities

1. Executive & Administrative Support

- Manage and organize the COO's inbox and email communications.

- Help identify,



prioritize, and organize important emails and follow-ups.

- Draft or prepare routine responses when appropriate.

- Coordinate meetings, appointments, and schedules.

- Assist with calendar management and meeting coordination.

- Track follow-ups, action items, and outstanding requests.

- Help organize documents, files, and administrative information.

- Maintain trackers, lists, and other administrative records as required.

- Conduct basic online research and information gathering.

- Assist with preparing documents, reports, presentations, or other administrative materials.

- Coordinate routine communications with internal and external stakeholders.

- Follow up on pending items and ensure deadlines and commitments are visible.

- Proactively flag important or time-sensitive matters to the COO.

2. LinkedIn Support & Community Management

Aionix Data is currently focused primarily on LinkedIn as its social media and skilled communication channel.

The VA will support the company's LinkedIn presence with the goal of increasing awareness and helping communicate Aionix Data's work, technology, and progress to the appropriate professional audience.

Responsibilities may include:





- Publish and schedule content using materials/raw content provided by the client.

- Help organize and coordinate the client's LinkedIn content.

- Repurpose and format client-provided materials for LinkedIn where appropriate.

- Monitor comments and engagement.

- Respond to relevant comments and questions.

- Manage basic community engagement and communication.

- Monitor relevant conversations and opportunities for engagement.

- Escalate technical, sensitive, or specialized questions to the appropriate team member.

- Maintain awareness of upcoming announcements, milestones, and company updates that may require LinkedIn support.

Important: The VA is not expected to independently create the company's technical content from scratch. Aionix Data will provide the relevant raw materials, information, and/or direction.

The VA should therefore be comfortable working with client-provided content and transforming it into organized, polished, and appropriately formatted LinkedIn posts or updates .

3. Coordination & Follow-Up

Because Aionix Data is operating in an R&D; and deep-tech environment, the ability to keep information organized and ensure follow-through is important.

The VA may assist with:

- Maintaining task and follow-up lists.

- Following up with stakeholders when instructed.

- Organizing information for the COO.

- Keeping recurring administrative processes consistent.

- Helping ensure important deadlines and commitments are not overlooked.

- Providing concise updates on completed, pending, and blocked tasks.

The ideal VA

📌 Virtual Executive (Calgary)
🏢 Virtual Colleague
📍 Calgary