Quantum Industry Canada (QIC) About QIC

Quantum Industry Canada (QIC) is Canada's national, industry-led consortium for quantum technology companies and strategic partners. We work at the intersection of industry, government, research, and the broader innovation ecosystem to strengthen Canada's quantum sector and translate Canada's quantum capabilities and strengths into global business success, national prosperity, and resilience.

As a small, national organization operating in a fast-moving sector, every team member has an opportunity to make a meaningful impact.

The Opportunity

QIC is seeking a Lead, Administration & Operations to oversee the organization's operations, finance, governance, and administration.

This role is ideal for someone who enjoys bringing structure to a dynamic environment. You'll be responsible for ensuring the organization runs smoothly day to day while identifying opportunities to improve processes, strengthen systems, and build operational capacity over time.

Working closely with the Acting CEO, the Manager of Sector Development & Operations, and external service providers, you'll provide the operational and administrative support that enables the team to focus on serving members, advancing strategic priorities, and delivering organizational results. You'll also play an important role in strengthening QIC's operational foundation by continuously improving processes, implementing practical systems, and helping the organization operate more effectively as it grows.

Location: Remote (Canada) Term: This is a fixed-term position ending April 30, 2027; the appointment may be extended.

Key Responsibilities

Business Operations

Manage QIC’s day-to-day corporate administration of the organization, ensuring administrative and operational activities are delivered efficiently and professionally. Develop, document, implement, and continuously improve internal processes, procedures, and operational systems that support an evolving organization. Coordinate contracts, vendors, subscriptions, insurance, records management, and other corporate activities. Support implementation of organizational priorities by coordinating and tracking administrative deliverables and ensuring internal processes and logistics effectively support the team's work. Identify opportunities to improve efficiency through better processes, technology, automation, and practical operational improvements.

Financial Administration

Working closely with QIC's external bookkeeping and accounting providers, you will: Manage day-to-day financial administration, including invoicing, payment processing, accounts payable and receivable, expense claims, and cash flow tracking. Maintain accurate financial records and supporting documentation and help ensure compliance with funding agreements, reporting requirements, and organizational policies. Monitor budgets and expenditures and prepare regular financial reporting and variance analysis for leadership and the Board. Support and coordinate the various annual financial processes, including annual budgeting, forecasting, planning, and audit processes

Corporate Services & Member Administration

In collaboration with the CEO and Board Secretary, support the administration of the Board and committee meetings, including agendas, meeting packages, minutes, and action item tracking. Maintain governance records, corporate documentation, organizational policies, statutory filings. Oversee the maintenance of QIC’s document management system and the organization of corporate records.

Technology & Business Systems

Administer QIC's operational technology platforms and productivity tools. Recommend and implement practical technology solutions that improve organizational efficiency, collaboration, and information management. Coordinate software subscriptions, technology vendors, and user administration. Help ensure organizational information is secure, organized, and accessible.

What You Bring

You are an organized, proactive professional who enjoys improving how organizations operate. You take ownership of your work, exercise sound judgment, and are comfortable working independently while collaborating effectively with colleagues and external partners.

You'll likely bring: Three or more years of progressive experience in operations, finance, business administration, or corporate services. Experience supporting the operations of a small organization, association, industry consortium, membership organization, not-for-profit, or similar environment. Strong financial acumen and experience managing budgets, preparing management financial reports, and working with external accounting or bookkeeping providers. Experience coordinating Board financial reporting and governance processes is an asset. Demonstrated success improving organizational processes, implementing systems, and strengthening operational effectiveness. Strong technology skills and experience using cloud-based business systems and productivity tools. Excellent organizational, project management, and communication skills, with exceptional attention to detail. The ability to manage multiple priorities while maintaining a high standard of professionalism and accuracy. Fluency in both English and French is strongly preferred.

The Person We're Looking For

The successful candidate is: A self-starter who takes initiative and follows through. Comfortable working independently in a remote environment. Highly organized, practical, and dependable. Process-oriented and always looking for better ways of doing things. Financially literate and confident working with numbers. Tech-savvy, adaptable, and comfortable learning and implementing new technologies. Collaborative, professional, and service-oriented, with excellent judgment and discretion.

Measures of Success

Success in this role will be demonstrated by: Efficient day-to-day operations and practical improvements that enable the organization to function smoothly and professionally. Accurate, timely financial administration, including monthly management reporting, quarterly Board financial reporting, successful reconciliation with the external bookkeeper, and effective support for the annual audit. Well-managed governance processes, with timely meeting support, accurate records, and strong corporate administration. A professional and responsive experience for members and affiliates, supported by efficient onboarding, renewals, and administrative processes. Compensation for this role includes vacation time, employee benefits plan, and an expected salary range of $80,000-$90,000. All interested candidates can apply by sending a cover letter and CV to hiring@quantumindustrycanada.ca. Applications will be accepted and reviewed on a rolling basis until the position is filled.