Executive Assistant

Rodan Energy Solutions; Mississauga; On-site; CAD 90,000 - 130,000; Full time

Benefits offered by this job

Profit sharing

Comprehensive health benefits package

Group RRSP with employer matching

Base Salary & OTE if applicable

Job summary

Rodan Energy Solutions is seeking an experienced Executive Assistant to the CEO, supporting the ELT and driving strategic initiatives. The role emphasizes proactive leadership operations, project coordination, and technology-enabled productivity with strong attention to detail.

You will manage complex calendars, prepare executive materials, and coordinate high-stakes meetings and travel, while safeguarding confidential information and maintaining alignment with company goals.

Qualifications

• 5–10 years in an Executive Assistant role supporting C-suite.
• Advanced Microsoft 365 skills (Outlook, Word, PowerPoint, Excel, Teams, SharePoint).
• Strong knowledge of AI-enabled productivity tools (e.g., Copilot) and curiosity to learn.
• Exceptional organization and time-management with proven project coordination.
• Excellent written and verbal communication; ability to produce executive-level materials.

Responsibilities

• Manage complex calendars, schedules and priorities for CEO and ELT.
• Coordinate internal/external meetings with objectives and follow-ups.
• Arrange domestic/international travel and logistics.
• Draft executive correspondence, briefing notes, presentations and reports.
• Prepare agendas, dashboards, and briefing packages for ELT/Board.
• Capture decisions and track action items with owners and deadlines.
• Support OKR/KPI reporting and strategic initiatives.

Skills

Executive support

Microsoft 365

AI productivity tools

Organization

Communication

Meeting & agenda prep

multitasking

Discretion

Education

Post-secondary in business/related

Tools

Microsoft Copilot

CRM systems

Workflow automation

Job description

About Us:

At Rodan Energy, our mission is Making Sustainable, Attainable. As a leading North American energy services company, we provide innovative energy solutions that help clients reduce energy costs and GHG emissions, support electrification, and enhance grid efficiency. With over 20 years of expertise, we’re trusted by North America’s largest energy users, power producers, and utilities.

Why Join Rodan:

• Thriving Industry: Join a rapidly growing sector at the forefront of innovation and sustainability, shaping the future of energy management.
• Top Talent & Strong Culture: Work with high-performing, passionate colleagues committed to excellence, accountability, innovation, and sustainability.
• Executive Exposure & Impact: Operate at the centre of the business, supporting the CEO and senior leadership on priorities that influence strategy, execution, and organizational performance.

What Makes This Role Great:

We are seeking an accomplished, highly proactive and always on Executive Assistant to serve as a trusted partner to the CEO and provide high-level support to the Executive Leadership Team. This is not a traditional administrative role. It combines executive support, leadership operations, project coordination, technology enablement, and disciplined follow-through.

The successful candidate will help ensure that executive priorities remain on track, leadership meetings are decision-ready, action items are completed, and the Executive Leadership Team and Corporate Leadership Team remain aligned on strategic objectives, Objectives and Key Results (OKRs), Key Performance Indicators (KPIs), and operating priorities.

What distinguishes this role: You will be expected to anticipate needs, exercise sound judgment, use AI effectively, and take ownership of higher-level assignments that extend well beyond calendar and travel coordination.

Key Responsibilities:

Executive Support:

• Manage complex calendars, meeting schedules, priorities, and competing demands for the CEO and designated members of the Executive Leadership Team.
• Coordinate internal and external meetings, ensuring the right participants, materials, objectives, decisions, and follow-up are in place.
• Arrange domestic and international travel, accommodations, itineraries, and related logistics.
• Draft and manage executive correspondence, briefing notes, presentations, reports, and stakeholder communications.
• Prioritize incoming requests, protect executive time, and ensure timely attention to critical matters.
• Represent the Office of the CEO with professionalism, responsiveness, sound judgment, and discretion.

Executive Leadership & Business Operations:

• Prepare agendas, presentations, dashboards, briefing materials, and meeting packages for Executive Leadership Team, Corporate Leadership Team, Board, strategic planning, and operating meetings.
• Capture decisions, maintain action-item registers, confirm owners and deadlines, and follow up assertively to ensure commitments are completed.
• Support the administration, tracking, and reporting of Rodan’s OKRs, KPIs, strategic initiatives, and corporate priorities.
• Work with executives and functional leaders to improve visibility, alignment, and accountability across the organization.
• Prepare concise executive summaries highlighting progress, decisions required, risks, dependencies, and overdue deliverables.
• Coordinate quarterly business reviews, sales and operating reviews, annual planning sessions, leadership off-sites, and other management routines.
• Help ensure that ELT and CLT priorities remain aligned and that key commitments do not get lost between meetings.

Strategic Projects & Higher-Level Assignments:

• Support cross-functional projects and special assignments on behalf of the CEO and Executive Leadership Team.
• Conduct research and prepare clear, decision-ready materials related to customers, partners, industry developments, and strategic opportunities.
• Assist with Board and governance materials, strategic planning, leadership communications, and major corporate initiatives.
• Coordinate executive events, customer engagements, leadership programs, and other high-profile activities from planning through execution.
• Take ownership of assignments requiring judgment, structured problem-solving, confidentiality, and persistent follow-through.

AI, Technology & Productivity:

• Use Microsoft Copilot, Claude and other approved AI-enabled tools to improve meeting preparation, research, routine and repetitive tasks, drafting, summarization, reporting, and follow-up.
• Identify opportunities to automate workflows, streamline recurring processes, and improve executive productivity.
• Help the CEO and Executive Leadership Team adopt practical AI and productivity tools in their day-to-day work.
• Maintain advanced proficiency in Microsoft 365, including Outlook, Word, PowerPoint, Excel, Teams, and SharePoint.
• Apply sound judgment when handling confidential, sensitive, and business-critical information through technology and AI tools.

Stakeholder & Relationship Management:

• Support engagement with customers, industry partners, government officials, Board members, investors, and other key stakeholders.
• Maintain executive contact and relationship-management information and support disciplined follow-up.
• Ensure a consistently professional, responsive, and well-coordinated experience for internal and external stakeholders.

Required Skills and Qualifications:

• 5–10 years of experience in an Executive Assistant role supporting a CEO, President, Founder, C-suite executive, or Executive Leadership Team.
• Advanced Microsoft 365 skills, particularly Outlook, Word, PowerPoint, Excel, Teams, and SharePoint.
• Strong working knowledge of Microsoft Copilot or comparable AI-enabled productivity tools, with demonstrated curiosity and the ability to learn emerging technologies.
• Exceptional organization, prioritization, project coordination, and time-management skills.
• Excellent written and verbal communication skills, including the ability to produce polished executive-level materials.
• Experience preparing agendas, presentations, dashboards, reports, meeting records, and action-item follow-up.
• Demonstrated capacity to manage multiple high-priority assignments in a fast-paced, high-accountability environment.
• Exceptional discretion and judgment when handling confidential and sensitive information.
• Ability and willingness to work on-site at Rodan's Mississauga headquarters five days per week.

Preferred:

• Experience supporting an executive team in energy, technology, infrastructure, professional services, or another complex, growth-oriented business.
• Experience working with OKRs, KPIs, business scorecards, executive dashboards, or strategic initiative tracking.
• Experience coordinating Board, governance, quarterly business review, or strategic planning processes.
• Familiarity with project management, CRM, workflow automation, and collaboration platforms.
• Post-secondary education in business administration, communications, project management, or a related discipline is an asset.
• Excellent English written and verbal. Ukrainian language proficiency is an asset.

Rodan Compensation & Benefits Include:

• Profit sharing
• Comprehensive health benefits package
• Group RRSP with employer matching
• Base Salary & OTE if applicable

Life at Rodan – Our Culture:

• Summer Fun: Annual summer BBQ and half-day Fridays throughout the summer so you can enjoy the season.
• Celebrations Throughout the Year: We mark occasions and holidays all year long with team events including holiday parties, team dinners, bowling nights, go-karting, golf tournaments, and more.
• Learning & Growth: Lunch and learns, crossword challenges, and education‑funding programs to keep you sharp and growing in your career.
• Giving Back: Our Employee Initiatives Committee (EIC) organizes food drives and fundraising for local charities throughout the year – and everyone is welcome to get involved.

Hiring Process

Rodan Energy's hiring process is designed to identify candidates who are the right fit - technically, culturally, and professionally. As part of our process, candidates should be aware of the following:

• Background Check: As part of our hiring process, the successful candidate will be required to complete a background check, which may include a criminal record check, credential verification, and a driver's abstract (if applicable). Professional references will also be collected as part of the process.
• Assignment: Shortlisted candidates may be asked to complete a practical assignment. This is an opportunity to demonstrate your strategic thinking, creativity, and approach to real-world challenges relevant to the role.

We respect your time and will provide clear instructions and reasonable timelines for any assignments requested.

Rodan Energy Solutions is committed to an inclusive, accessible recruitment and employment experience in compliance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). Accommodations are available upon request throughout the hiring process and, if hired, during employment. If you require an accommodation, please contact [e-mail] so we can work with you to meet your needs in a manner that respects dignity, independence, integration, and equal opportunity.