Office Manager/ Executive Assistant - Montreal

About AMI

We are building a new breed of AI systems that (1) understand the real world, (2) have persistent memory, (3) can reason and plan, and (4) are controllable and safe.

We are a team of scientists and engineers building frontier world model-based AI. We combine the scientific rigor of a top-tier research institute with focus on engineering excellence and execution.

We are a global company, with offices in Paris, Montreal, New York, and Singapore. Come build the future of AI with us!

AMI Labs is a frontier AI research startup building world models, with teams across four global locations. Our Montreal office has grown to the point where it needs someone dedicated to running it, and we’re looking for an organized, resourceful Office Manager & Executive Assistant to make it happen while supporting one of our co-founders.

This is a ground-floor role with a broad remit: managing a busy calendar, coordinating meetings and travel, welcoming visitors, and building the office from the ground up. There’s no established playbook. You’ll create the systems and set the standard for how our Montreal office runs. We’re a startup, so we need someone scrappy who’s happy to figure things out, roll up their sleeves, and take pride in getting the details right. No task is too small when it helps the team do its best work.

What success looks like

Montreal feels like a real home base for the team, with smooth systems you built yourself. The co-founder’s time is well managed, the office runs smoothly, and the team can focus on its work. Whether you’re coordinating an important meeting or restocking the kitchen, you bring the same care, initiative, and reliability.

Responsibilities

Manage their calendar, prioritize requests, and coordinate meetings across time zones.; Manage and coordinate external engagement requests, including speaking opportunities, event participation, and meetings with external partners.; Arrange travel, prepare itineraries, manage expenses, and handle meeting logistics.; Help prepare meeting materials, track action items, and follow up on commitments.; Handle sensitive information with discretion and sound judgment.; Coordinate office setup, including supplies, equipment, and service providers.; Own day-to-day office operations and relationships with building management, vendors, and contractors.; Keep the office welcoming, organized, and ready for the team, from meeting rooms to snacks, coffee, and everyday supplies.; Coordinate maintenance and repairs, and resolve issues quickly so they don’t become distractions.; Organize team meetings, lunches, events, and visits from colleagues and guests.; Welcome candidates, visitors, and new hires, ensuring a thoughtful experience.; Coordinate with colleagues across our global offices on scheduling, onboarding, and operational needs.; Build simple processes that keep things running well as the office grows.; Support on-site events, internal communications, and workplace programs to help build our internal culture

Requirements

Experience in office management, executive support, or a similarly varied operational role.; Strong organizational skills and reliable follow-through.; The ability to prioritize competing requests and adapt when plans change.; Clear communication, good judgment, and discretion.; A practical, service-minded approach: you notice what needs doing and take ownership.; A scrappy, figure-it-out mindset. You’re comfortable working independently in a startup where responsibilities evolve and not everything has a process yet.; Confidence using calendar, document, and communication tools.