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Executive Assistant

5 months ago

Toronto, Canada Cyclic Materials Full time

**Executive Assistant**

**Company Description**

Cyclic Materials is the most exciting cleantech company in North America.

We are addressing environmental, geopolitical, and supply chain challenges by recovering rare earth elements and other valuable materials from the difficult-to-recycle products of the modern world. We provide the market with a secure and regional supply metals critical to the energy transition, and do so in an ethical, economic, and sustainable way.

With the global market for magnet rare earth elements forecast to increase dramatically by 2030, establishing new sources of these critical elements will be vital to support the electrification of the economy across Canada, North America, and the world.

Cyclic Materials is positioned to be a key player in developing a circular economy to support the energy transition.

Join the team in building a global recycling cleantech company.

**Position Overview**

We're in search of an Executive Assistant that can help our team and company move efficiently and with the highest quality. Reporting directly to the **Chief Executive Officer**, this role contributes to the company's growth and culture through valued input to communications, coordination on a broad range of strategic initiatives, and the opportunity to lead special projects

**Responsibilities**
- Generate media ready content to increase company exposure
- Performing any other duties as required by the Chief Executive Officer
- Managed and organized the team schedules and communication across different department
- Perform various secretarial duties including taking minutes, drafting, formatting, updating, creating, and revising the language of information documents generated by various teams.
- Facilitate communication from department managers, business unit leaders, and project managers
- Ensures the effective and timely flow of information to and from the Executives.
- Handles highly confidential and sensitive information that pertains to a variety of business issues, and general administration.
- Calendar Management: Schedules / co-ordinates appointments / meetings and makes all necessary arrangements.
- Distributes information accordingly to other parties / participants as required - both internal and external parties.
- Set monthly, weekly and meetings. Coordinate catering as needed.
- Co-ordinates travel arrangements for Executives and other parties as required.
- Able to develop/maintain an effective filing and documentation system.
- Completes expense reports. Reviews expense reports to expedite approval.
- Meetings: Schedules and co-ordinates meetings and corporate functions involving employees, senior-level internal and /or external participants. Anticipates needs and makes necessary arrangements.
- Proactively prepares/packages documentation in advance of meetings and briefings, etc.
- Edits and manages correspondence and reports; composes replies as appropriate.
- Collects, consolidates, and may summarize data. Formats to facilitate interpretation and / or to highlight key aspects / trends.
- Participates in Customer Events. Leads administrative projects; plans and co-ordinates related activities. Provides leadership and acts as resource on general administrative matters.
- Mails distribution/coordination for Executives.

**What you bring**:

- Minimum 2-5 years of administrative experience.
- Business Administration Degree is preferred.
- Ability to take initiative and support other aspects of Business Development, that are above and beyond the above defined scope, is preferred
- Able to work with limited supervision and to take discretionary action as required.
- Strong written and Verbal communication skills
- Demonstrated experience in public relations and media relations
- Advanced knowledge of office and communications software, including MS Office Suite and Adobe Creative Suite
- Self-directed work ethic, with demonstrated ability to work in fast-paced team and matrix environments.
- Strong attention to detail, and a high degree of efficiency, accuracy, discretion, and professionalism.
- Positive attitude and desire to improve and work in a team environment.
- Committed - personally involved and dedicated to company’s success. Approaches work assignments in a determined reliable and flexible manner.
- Analytical - takes a logical approach to analyzing problems, conducts research on behalf of Executives, organizes work and planning action.
- Proactive and adaptable to the fast paced work environment.

**What we can offer you**:

- An impactful company improving the sustainability of critical materials production.
- The opportunities of a young and fast-growing company. Your success is our success
- Global opportunities for growth and travel.
- Leadership opportunities as the company grows.
- A dynamic work environment that’s focused on learning with accelerated career paths.
- A competitive salary package.
- Health and wellness benefits.
- Salary range: CAD $80-