Virtual Executive & Administrative Assistant | LinkedIn Community Management

This is a remote position.

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 professional 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:

• Manage day-to-day LinkedIn activity.
  
• 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.
  
• Help maintain a consistent LinkedIn presence.
  
• 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.
  
• Tracking outstanding requests.
  
• 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 should be comfortable working in an environment where processes may still be evolving and should be able to adapt as systems and workflows develop.

Future / Potential Responsibilities

These responsibilities are not the immediate priority but may become relevant as Aionix Data moves closer to product launch.

Potential future support may include:

• Website updates and maintenance.
  
• CMS updates.
  
• Basic website content management.
  
• Video editing.
  
• Customer support.
  
• Additional digital content support.
  
• Coordination with specialized website, graphic design, or video editing resources.
  

These functions may be assigned to a separate specialized VA/team member depending on the company's evolving requirements.

Candidate Profile

The ideal candidate should be:

• Highly organized and detail-oriented.
  
• Reliable and consistent.
  
• Proactive rather than purely reactive.
  
• Comfortable taking ownership of recurring responsibilities.
  
• Strong in written English communication.
  
• Comfortable communicating professionally with executives and external stakeholders.
  
• Able to manage multiple priorities.
  
• Good at following up and closing loops.
  
• Comfortable working independently.
  
• Able to handle confidential information professionally.
  
• Adaptable to changing priorities.
  
• Comfortable working in an evolving startup/deep-tech environment.
  
• Willing to learn new tools and processes.
  
• Able to distinguish between routine matters and issues that should be escalated to the COO.
  

Working Style

The client is looking for someone who can eventually become a dependable extension of the COO's workflow.

The ideal candidate should not require constant step-by-step instruction for every task. They should be comfortable asking clarifying questions when necessary, documenting processes, keeping track of outstanding items, and proactively communicating progress.

A strong sense of ownership, follow-through, discretion, and attention to detail is highly valued.

Preferred Experience

Candidates with experience in any of the following environments are encouraged to apply:

• Executive assistance.
  
• Administrative assistance.
  
• Startup operations.
  
• Operations coordination.
  
• Project coordination.
  
• Executive support.
  
• Social media/community management.
  
• LinkedIn management.
  
• Technology or SaaS companies.
  
• Research-oriented organizations.
  
• Technical or engineering companies.
  
• Deep-tech environments.
  

Experience working with a startup, technical, engineering, research, or deep-tech company would be an advantage, although direct deep-tech experience is not necessarily required.

Candidates should demonstrate the ability to quickly understand unfamiliar concepts and work professionally around technical subject matter.

Tools & Technology

The specific tools and systems used by the client will be confirmed during onboarding.

Candidates should be comfortable learning and working with common:

• Email and inbox management platforms.
  
• Calendar/scheduling tools.
  
• Document and file management systems.
  
• Communication/messaging platforms.
  
• Task/project management tools.
  
• LinkedIn and social media management tools.
  
• Google Workspace or Microsoft Office/365.
  
• Spreadsheets and online trackers.
  

Important: Client-specific accounts, software, logins, materials, assets, and other required tools will be provided by Aionix Data as needed.

Time Commitment

The initial engagement will be a minimum of 10 hours per week.

The client is open to increasing the hours if the actual workload requires additional support.

The final weekly schedule may be adjusted based on the responsibilities assigned and the VA's ability to effectively complete the workload within the initial allocation.

Time Zone & Availability

The candidate must be able to provide support aligned with the client's working hours/time zone.

Time-zone compatibility is an important consideration during shortlisting.

The exact preferred working schedule will be confirmed with the selected candidate during the hiring/onboarding process.

Confidentiality

Due to the nature of Aionix Data's work and its involvement in research and development, the selected VA must be able to handle confidential company, business, operational, and technical information responsibly.

The VA will be required to sign a Non-Disclosure Agreement (NDA).

The client may also provide its own NDA for review and signature.

What Success Looks Like

A successful VA will help the COO:

• Stay on top of emails, meetings, and follow-ups.
  
• Reduce administrative workload.
  
• Keep important tasks and information organized.
  
• Maintain consistency in recurring administrative processes.
  
• Ensure follow-ups don't get lost.
  
• Maintain a professional and consistent LinkedIn presence.
  
• Engage appropriately with the LinkedIn community.
  
• Have greater visibility into outstanding administrative priorities.
  
• Spend more time focusing on Aionix Data's research, development, operations, and launch priorities.
  

Application / Shortlisting

Candidates may be evaluated based on:

• Relevant executive/admin experience.
  
• Written and verbal communication skills.
  
• Organizational ability.
  
• Proactive working style.
  
• LinkedIn/social media experience.
  
• Ability to work independently.
  
• Experience with startups or technical environments.
  
• Relevant tools and software proficiency.
  
• Portfolio or examples of relevant work where applicable.
  
• References and/or previous employment verification, where applicable.
  
• Availability and time-zone compatibility.
  

Shortlisted candidates may be presented with their profiles, relevant experience, portfolio/sample work, and other information for client review.

We're looking for someone who is:

Organized + Proactive + Reliable + Detail-Oriented + Tech-Savvy + Excellent Communicator + Comfortable with Executive Support + Comfortable with LinkedIn + Able to Work Independently

If you are someone who enjoys bringing structure to a busy environment, keeping things moving, and becoming a trusted extension of an executive's workflow, this could be a strong opportunity to work with an innovative deep-tech company at an early stage of its growth.