Executive Assistant Coordinator Ontario

Executive Assistant & Canada Office Coordinator

OUR MISSION:
At Redwood, we empower our customers with lights‑out automation for their mission‑critical business processes.

ABOUT US:

Redwood Software is the leader in full stack automation fabric solutions for mission‑critical business processes. With the first SaaS‑based composable automation platform specifically built for ERP, we believe in the transformative power of automation. Our solutions help thousands of organizations across 150 countries execute with speed and precision.

CORE VALUES:
One Team. One Redwood;
Make Your Own Weather;
Obsess over Customer Success;
Work the Problem;
Be Curious;
Own the Outcome;
Respect Each Other.

This is a hybrid role based out of our leased Markham, Ontario office (target opening date: July 2026). Monday and Tuesday are mandatory in‑office days for all GTA‑based employees. Wednesday through Friday are flexible – work from the office or remotely based on team needs, project requirements, and personal preference. A monthly innovation and team‑building day will be held in‑office. All GTA‑based employees are required to be in‑office for one full week each fiscal quarter.

Additional in‑office presence may be expected during leadership visits, executive off‑sites, and key planning periods.

As Redwood opens its first Canadian office in Markham, Ontario, this newly created role sits at the intersection of two critical functions: launching and running a best‑in‑class physical workspace, and providing high‑impact executive support to 3-4 members of our Executive Leadership Team (ELT).

You will be the on‑ground force that brings our Markham office to life – establishing culture, coordinating the day‑to‑day, and making sure local team members have everything they need to do their best work. Simultaneously, you will operate as a trusted executive partner, keeping senior leaders organized, on time, and focused on what matters most.

Support all activities related to the opening of our leased Markham office, including coordinating with vendors, building management, and IT to ensure readiness for a July 2026 launch – target headcount of 40–55 employees by end of year.

Serve as the primary point of contact for all office‑related matters – facilities, supplies, equipment, maintenance, and vendor relationships.

Create a welcoming, functional, and well‑organized work environment that reflects Redwood's culture and supports both on‑site meetings and remote engagement.

Plan and execute in‑office employee engagement events, team meetings, all‑hands gatherings, and culture moments that connect local employees to the broader global organization.

Own office budgets, expense tracking, and invoice processing related to facilities and operational needs.

Establish and maintain office policies, procedures, and safety protocols in compliance with local regulations and Redwood's global standards.

Partner with IT, HR/People, and Finance to support seamless onboarding experiences for new hires based in or visiting the Markham office.

Manage relationships with building management, security, cleaning services, and other local service providers.

Act as a cultural ambassador – helping remote employees feel connected when they visit, and ensuring local employees feel part of One Redwood.

Provide proactive, anticipatory calendar management for 3-4 ELT members, including one semi‑local to the Greater Toronto Area and others based remotely.

Coordinate complex, multi‑party meeting scheduling across time zones, balancing competing priorities with professionalism and good judgment.

Manage end‑to‑end domestic and international travel arrangements including flights, accommodations, ground transportation, visa/entry requirements, and detailed travel itineraries.

Own expense management – accurately processing and submitting expense reports and ensuring timely reconciliation for supported executives.

Coordinate logistics for leadership off‑sites and cross‑functional executive sessions – including room booking, A/V, catering, and materials.

Maintain organized digital filing systems, shared…