Executive Assistant & Office Coordinator

Rodan Energy; Mississauga; On-site; CAD 50,000 - 70,000; Full time

Job summary

Rodan Energy, a leading energy services company, is looking for an Executive Assistant and Office Coordinator to support the President & CEO. This role offers ample opportunities for professional growth, diverse responsibilities, and requires a proactive individual with excellent organizational skills. The position promises a high-impact work environment, with competitive salary and benefits, including a referral bonus for successful new hires.

Benefits

Competitive salary and bonus

Profit sharing

Comprehensive health benefits package

Group RRSP with employer matching

Qualifications

• Expertise in scheduling and organizing meetings.
• Proficient in drafting and organizing documents.
• Experience in handling sensitive information.

Responsibilities

• Oversee general office operations and logistics.
• Support onboarding for new hires.
• Coordinate with various departments for updates.

Skills

Scheduling

Organizational Skills

Interpersonal Skills

Time Management

Proactive Problem Solving

Education

2-5 years of experience in administrative support

Tools

Microsoft Office Suite

Scheduling Software

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.
• Product Market Fit: With a 98% client retention rate and consistent YOY growth, Rodan has built a reputation for delivering trusted, long-term partnerships with industry leaders.
• Top Talent & Strong Culture: Collaborate with high-performing, passionate individuals who are committed to excellence and sustainability.

What Makes this Role Great:

• As theExecutive Assistant and Office Coordinator, you will provide high level administrative support to the President & CEO and executive leadership team. Reporting directly to the President & CEO, you will be responsible for ensuring the efficient operation of the executive office. This role requires a proactive, hands-on approach while building strong relationships with leaders, employees, and external stakeholders to support business objectives and drive organizational success.
• Learning Opportunities Enjoy ample opportunities for professional growth and development through diverse tasks and responsibilities.
• High Impact Work: In this role, you'll be the right hand to our CEO, enhancing focus and capacity by proactively anticipating and addressing the needs of a busy executive.
• Diverse Scope of Work: You'll have exposure to lots of interesting initiative across the business. Engage in a wide range of activities, from administrative tasks to project and event management, and HR, ensuring no two days are the same.
• Detail-Oriented Environment: Perfect for individuals who are meticulous and have a keen eye for detail, ensuring precision in all aspects of the role.
• Proactive Problem Solver: Ideal for self-starters who thrive in dynamic environments, always looking for ways to improve processes and outcomes.
• Event Planning: Play a crucial role in organizing and executing company events, showcasing your planning and coordination skills.

Key Responsibilities:

• Oversee general office operations, ensuring a well-organized, stocked, and welcoming work environment
• Coordinate logistics for internal meetings, company events, meeting prep, and presentations.
• Support the onboarding process for new hires, including workspace setup, welcome materials, and first-day coordination
• Act as a point of contact for vendors, office service providers, and facility-related inquiries
• Manage and maintain the Presidentscalendar, emails, calls, and other communications, ensuring prompt and professional responses. Supporting other Exec's as needed.
• Assist in the planning and execution of special projects, ensuring alignment with company goals and timelines
• Coordinate with various departments to gather information and provide updates on project progress
• Build and maintain relationships with key stakeholders, clients, and vendors to support the executive team’s objectives
• Maintain secure and organized records of all executive-level files and documents
• Assist with executive team events, off-sites, and team-building activities
• Manage team expenses, including submitting reimbursement claims and tracking budgets for department-related expenditures
• Liaise with the finance team to ensure timely processing of payments and invoices
• Providesupport to the Office Manager
• You will be required to work 5 days per week at our Corporate HQ in Mississauga.
• Occasional otherduties as required

Skills and Qualifications:

• No Job Too Big or Too Small attitude:the right candidate is ready to tackle any task with enthusiasm and efficiency
• Expertise in scheduling and organizing meetings, appointments, and events for senior executives
• 2-5 years’ experience in an administrative support, HR or project coordination role
• Advanced Office Software Proficiency: Microsoft Word, Excel, PowerPoint, Outlook, Teams, and scheduling software
• Proficiency in drafting, proofreading, and organizing documents, reports, and presentations
• Excellent interpersonal and communication skills and a natural ability to build trusting relationships
• Sensitivity to the needs of the executive team and others, fostering a positive and supportive environment
• A proactive approach to identifying opportunities to streamline processes or improve efficiency
• Strong organizational and time management skills are critical, enabling the candidate to manage multiple tasks simultaneously, prioritize effectively, and ensure all deadlines are met
• Handle sensitive information with the utmost confidentiality and professionalism
• Willingness to learn our industry

Rodan Benefits Include:

• Competitive salary and bonus
• Profit sharing
• Comprehensive health benefits package
• Group RRSP with employer matching

Apply Now: If you think you’re a great fit, and are passionate about driving efficiency in a rapidly evolving organization, we want to hear from you!

Referral Bonus:Do you know someone who would be a great fit for our team? We’re offering a $2500 CAD referral fee for successful referrals that lead to a hire for this role, effective until further notice. Please connect with Allan at [e-mail].

*Please note that a criminal background check will be conducted as part of our hiring process