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Executive Assistant



Administration · Full-time
Ottawa, ON, Canada
Posted on Thursday, May 9, 2024

Note: we are only accepting candidates located in Canada at this time

Position: Executive Assistant

Compensation: $58,200 - $69,400

Reports to: Chief Operations Officer

Employment Type: Full Time

Location: Ottawa, ON

Position overview: We are seeking an experienced, highly motivated and detail-oriented Executive Assistant to support our Chief Operations Officer (COO) and co-founder. Our company, a clean technology start-up, has recently closed a SEED round and is at a pivotal point of growth. The Executive Assistant will play a crucial role in optimizing our COO’s efficiency, enabling them to focus on strategic decisions and Innovation. This position is ideal for a proactive problem solver and strategic thinker with exceptional project management skills and experience developing company processes. Due to working closely with the company’s founders and C-level executives, the Executive Assistant should be flexible and reliable while maintaining the confidentiality of high-level systems and operations.


  • Email Management: Take full ownership of the COO’s inbox, including sorting, prioritizing, and responding to emails as appropriate. Ensure that critical communications are flagged and addressed promptly.

  • Calendar Management: Manage COO’s calendar with precision, coordinating meetings, appointments, and travel arrangements. Ensure that schedule conflicts are resolved efficiently and that the COO’s time is optimized for strategic work. COO is involved heavily in the funding and sales process, so sales follow up and being responsive to customers is key.

  • Project management: Oversee and contribute to projects from inception to completion as Scrum Master. Assist in resource allocation ,deadline setting, and progress tracking to ensure timely and successful delivery.

  • Problem solving: Proactively identify potential issues or bottlenecks that would impact the COO’s effectiveness or the team’s performance. Develop and implement solutions to address these challenges, such as company Playbooks or Standard Operating Procedures.

  • Documentation and Reporting:

  • Assist with the preparation of reports, presentations, and documentation. Ensure that all materials are accurate, up-to-date, and ready for executive review. Provide administrative and office support, such as meeting notes, documenting and following up on action items, spreadsheet creation, and maintenance of partner and contacts databases.

  • Strategic Support: Act as a thought partner to the COO, offering insights and suggestions to streamline operations and foster innovation within the company.


  • Four (4) or more years of experience in an executive support role, preferably within a technology or startup environment.
  • Excellent written and verbal communication skills, with the ability to interact with individuals at all levels of the organization.
  • Strong time-management skills and an ability to prioritize, organize and coordinate multiple tasks.
  • Proficiency with office productivity tools (e.g., Microsoft office, Google Suite, Asana) and an aptitude to learn new software quickly.
  • Discretion and confidentiality in handling sensitive company information.
  • Experience in overseeing budgets and expenses.
  • Experience as a SCRUM master.
  • Experience in developing internal processes and filing systems.

What we offer:

  • Benefits (Health, Dental, Vision etc).
  • Vacation.
  • Dynamic, innovative and inclusive work environment.
  • Opportunities for personal and professional growth.
  • The chance to be a part of a company that’s transforming its industry and positively impacting the world.
TerraFixing is an equal opportunity employer.