Executive Assistant

iogen; Canada; On-site; CAD 70,000 - 85,000; Full time

Job summary

A leader in bioenergy technology is seeking an Executive Assistant in Canada. This hybrid role supports the Chief Development Officer and involves managing schedules, coordinating travel, and providing administrative support. Ideal candidates will have over 10 years of experience and exceptional planning and time management skills. Proficiency in MS Office and experience with CRM systems are required.

Benefits

Comprehensive benefit plan

Group RRSP matching program

Life insurance

EAP (employee assistance plan)

Free on-site parking

Qualifications

• 10+ years of related administrative experience, with senior executives.
• Ability to communicate across diverse job functions.
• Experience with AI considered an asset.

Responsibilities

• Coordinate complex calendars and travel arrangements.
• Provide admin support to the Biomethane Supply Chain business.
• Draft and distribute agendas and reports.

Skills

Planning and time management

Communication

Discretion and confidentiality

Proactive communication

Organizational skills

Education

High school or college diploma

Tools

MS Office

CRM systems

Project management tools

Job description

Overview

Iogen is uniquely positioned to win the Net Zero energy transition with transformative bioenergy technology. We have been a leader in low-carbon fuels for more than 35 years, always on the exciting edge of development.

We are focussed on the science and technology that produces abundant, affordable RNG-based fuels while removing carbon from the atmosphere and are developing new ways to turn biomass into transportation fuels while using existing refinery infrastructure to do it.

We are excited about the future and are looking for highly motivated people with a strong technical background, a positive attitude and demonstrated initiative to join our team.

The Role

We have an immediate opportunity for a dedicated individual to join us as an Executive Assistant, reporting to the Chief Development Officer. This is a permanent, full-time hybrid role. You will work in our Ottawa office two days a week (Tuesdays and Wednesdays) and can work remotely the remainder of the time.

Working remotely will require you to have reliable internet access and a home office that provides for a productive, professional and safe work environment during regular working hours. To be successful in this role and in a hybrid work environment, you will need to be a proactive communicator, be a self-starter and have strong time management and organizational skills.

In this role, you will provide comprehensive, proactive and trusted support to the Chief Development Officer in a fast-paced and exciting environment. You will be expected to understand, then effectively coordinate the Chief Development Officer’s priorities to enable them to maximize their time and focus on the development, implementation and execution of the business strategy.

Job Responsibilities

• Complex coordination of calendar schedules and travel arrangements across multiple time zones for the Chief Development Officer, family members and/or business contacts.
• Oversee the day-to-day schedule for the Chief Development Officer, to ensure maximum focus of their time, commitments and deliverables.
• Provide day-to-day admin support to the Biomethane Supply Chain business, including schedules, time tracking, expense reporting, travel arrangements etc.
• Conference coordination (sponsorships, interfaces, promotional items, contract coordination)
• Monitor email and other correspondence, requests, inquiries and commitments. Escalate critical items to the Chief Development Officer and ensure professional and timely response to “routine” items.
• Coordinate various cross-functional projects or initiatives by aligning stakeholders, monitoring deadlines, and tracking timely follow-up of action items.
• Draft, review and distribute agendas, briefing documents, presentations, correspondence and reports.
• Act as a communication liaison, effectively managing flow of information to and from the administrative team, the executive leadership team and other high-profile individuals whenever required.
• Oversee special projects as requested by the Chief Development Officer.
• Provide back-up to administrative team.
• Timely coordination and reconciliation of expense reports.
• Implements website updates, follows up on inquiries, determines and tracks actions.
• Understand, follow and comply with health & safety processes and procedures in the workplace. Immediately report all incidents and hazards. Take reasonable steps to protect your and your co-workers’ health and safety.

Qualifications

• High school or college diploma.
• 10+ years of related administrative experience, with at least three to five years of experience working with senior executives.
• Exemplary planning and time management skills.
• Ability to communicate and collaborate with a diverse range of job functions and levels within the company.
• Experience maintaining confidentiality and a high degree of discretion.
• Advanced knowledge and experience with MS Office. Experience with AI is considered an asset.
• Ability to communicate in multiple languages (French, German, Spanish) is considered an asset.
• Experience with CRM, project management and/or document management processes and systems is considered an asset.

Salary

• High-70’s to mid-80’s

Benefits

• Comprehensive benefit plan
• Group RRSP matching program
• Life insurance
• EAP (employee assistance plan)
• Free on-site parking

To apply

If this opportunity relates to your qualifications and experience, please consider applying. Your application should consist of:

1. Your resume or CV, including your name, email and phone number
2. Cover letter, explaining why this role is a good fit for you and your career progression

Please email your cover letter and resume to our recruitment partner, Business Sherpa Group, at [e-mail]

Iogen is committed to providing equal opportunity for all qualified individuals and applicants for employment without regard to race, colour, religion or creed, sex, age, disability, national origin, language, political belief, pregnancy, marital status or sexual orientation.

If you require accommodation(s) at any stage of the recruitment process, please contact us in confidence by emailing us at [e-mail]

All requests for reasonable accommodation will be considered fairly and objectively, ensuring applicants are treated with respect and dignity.

You must be legally allowed to work in Canada to be eligible for this position. Those selected for an interview will be contacted directly.