Workplace Experience Manager & Executive Support

Spellbook is the most comprehensive AI copilot for transactional lawyers. It works directly inside Microsoft Word to help legal teams draft, review, and negotiate contracts up to 10x faster and with greater precision. Today, more than 4,000 law firms, in-house teams, and solo practitioners rely on Spellbook to simplify their workflows and eliminate the drudgery of everyday contract work.

We are backed by leading investors including Khosla Ventures, Thomson Reuters Ventures, Inovia Capital, The LegalTech Fund, Bling Capital, and Moxxie Ventures. The company recently raised $50 million in Series B funding, led by Keith Rabois at Khosla Ventures, bringing its total funding to more than $80 million.

*This is an existing vacancy

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 along the way. You will 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 with travel bookings and assisting with any other projects or initiatives as requested.

You’ll support onboarding efforts and will act as the main point of contact for new hires visiting our office, providing office tours and helping to set them up for success from Day 1. You will work cross-collaboratively with our distributed People and Operations teams to create cohesion across offices, city hubs and time zones, while planning local events from weekly team lunches to after-work socials to bring people together. You’ll support with planning and executing internal and external events held at our office, providing an exceptional experience in our space for customers, prospective employees and board members alike. No two days are the same in this role, and you’ll have exposure to working with employees at all levels and roles across the organization.

RESPONSIBILITIES

Workplace Experience

• Own day-to-day operations of the Toronto office to ensure a productive and well-functioning space, from managing budgets and inventory to tackling deliveries and shared office calendars

• Ensure a clean and safe work environment by proactively reporting safety concerns and/or addressing cleanliness issues in a timely manner

• 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 with new hire onboarding logistics - handling equipment and peripheral ordering, shipping swag, coordinating office tours- so every new Spellbooker has a great first week.

• Plan team socials for Toronto, while supporting planning and execution for other city hubs, to create energy and build connections across the team.

• Assist with planning, coordination, and execution of internal and external events and meetings happening in the office, including weekly team lunches, team on-sites, board meetings and customer visits

• Identify opportunities to improve workplace processes and implement efficiencies as appropriate.

• Take on additional projects and responsibilities as assigned.

Executive Support

• Provide shared administrative support to members of the executive leadership team, including the COO, CRO, CSO, VP Sales, VP Engineering, VP Finance and others as required.

• Support executives with scheduling, calendar coordination, travel arrangements, and general operational support, including expense reporting, presentations, report preparation, etc.

• 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 a similar role.

• Strong organizational skills and 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 both independently and as part of a team.

• Ability to maintain confidentiality and discretion in handling sensitive matters.

• Available to work onsite 5 days a week at our office in Toronto.

WHY JOIN SPELLBOOK?

• Embrace autonomy and accountability in a flexible work environment; we focus on outcomes and empower you to determine how to get the job done

• Access our company-paid group benefits for you and your family, with $1,000 towards mental health support

• Disconnect during our holiday closure and take advantage of our generous time off policies throughout the year

• Enjoy monthly paid meals, an annual wellness allowance to support your well-being and parental leave top-ups as your family grows

• Secure your stake in our success; you’ll receive competitive stock option grants as a pivotal early employee

Inclusive Hiring at Spellbook

We are committed to creating an inclusive and supportive candidate experience. Should you require any accommodation whatsoever during the interview process, please inform us without any hesitation. Spellbook is dedicated to ensuring equal treatment and opportunity in all phases of recruitment, selection, and employment, in compliance with employment law. We do not discriminate based on gender, race, religion, national origin, ethnicity, disability, gender identity/expression, sexual orientation, veteran or military status, or any other protected category. Spellbook is proud to be an equal opportunity employer, fostering a culture of inclusivity and maintaining a work environment that is free from discrimination, harassment, and retaliation.

Use of Artificial Intelligence in Recruitment

Spellbook uses artificial intelligence (AI) responsibly to support administrative and efficiency-focused aspects of our recruitment process. This includes activities such as drafting job descriptions, generating interview questions, note-taking and recordings, and supporting sourcing and scheduling workflows. All candidate evaluations, interviews, and hiring decisions are made by members of the Spellbook team. While AI tools may assist with screening and assessment, they do not replace human judgment in selection decisions. Our use of AI is intended to streamline routine tasks, improve consistency, and enhance the overall candidate experience. We are committed to upholding principles of fairness, transparency, and accountability in all hiring activities. Spellbook regularly reviews its recruitment practices to mitigate bias and to ensure alignment with applicable laws and evolving best practices.

Our Compensation Philosophy

Spellbook uses industry benchmark data to establish compensation bands for all roles. The salary range listed for a position reflects the expected total wage range for the role-including base salary and on-target commissions, where applicable-and may span multiple career levels. Final compensation is determined during the interview process based on factors such as experience, skills, scope, and role level. In addition to base salary and applicable commissions, total rewards may include equity, health and wellness benefits, and other company programs. Full details will be shared during the interview process.