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Executive Office and HR Administrator

3 weeks ago

Ottawa, Ontario, Canada Catena Carbon Full time

Company Overview:

Catena Carbon Capture Inc. is a Canadian Climate Tech engineering company focused on reducing global carbon emissions through proprietary carbon capture and utilization technologies. As a small but rapidly growing company, every team member plays a vital role. As HR and Executive Office Administrator, you will play a central role in compliance processes, HR coordination, document management, and executive support to the CEO. The role is best suited to someone who is adaptable, detail oriented, and comfortable taking on multiple responsibilities across departments in a fast moving environment.

Position Details:

  • Expected Start Date:
     February 24, 2026
  • Language:
     English

Key Responsibilities:

Executive Support and Office Management

  • Provide administrative assistance to the CEO
  • Provide scheduling, correspondence, and reporting support to the CEO and management team.
  • Prepare data summaries for investors and board reports.
  • Review NDAs, contractor agreements, and other confidential files for accuracy and proper recordkeeping.
  • Oversee procurement, vendor management, and general office supplies and operations.
  • Coordinate internal meetings and maintain record-keeping systems.
  • Experience with grant management systems, R&D cost-tracking tools, or compliance databases is an asset.
  • Maintain documentation for funding and regulatory reporting.

HR Responsibilities

  • Assist in HR functions for the company including onboarding, employee record keeping and management of the employee stock option plan
  • HR functions include advertising and employee onboarding, benefits administration, maintaining personnel files, and assisting with employment documentation compliance, policy development.
  • Ensure employee recordkeeping and HR documentation meet regulatory compliance standards.

Financial

  • Maintain full-cycle accounting and general ledger accuracy in accordance with Canadian GAAP.
  • Manage accounts payable, receivable, and bank reconciliations.
  • Process payroll, prepare government remittances (HST, source deductions, WSIB, EHT), and reconcile related accounts.
  • Prepare monthly and quarterly financial summaries.
  • Track R&D expenditures, and associated funding allocations.
  • Support year-end financials, audits, and funding compliance documentation.

Qualifications:

  • Minimum six years of progressive experience in bookkeeping, accounting, or finance administration.
  • A minimum of two years experience as an administrative assistant to a senior executive
  • Bachelor's degree in, Business, Finance, Accounting, or a closely related field.
  • Human Resources certification (such as HR diploma, or equivalent).
  • Proficiency in QuickBooks Online and Microsoft 365.
  • Understanding of Canadian accounting standards and payroll compliance.
  • Strong organizational, analytical, and communication skills.
  • Ability to work independently and thrive in a small-team, startup environment.
  • Due to the sensitivity of financial and funding data, the successful candidate must demonstrate strong confidentiality and data management practices.
  • Experience in technology, R&D, or clean-tech sectors preferred.
  • International banking or finance experience is considered an asset.

Employment Details:

  • Hours: 37 hours per week at the office
  • Benefits: Extended health and dental, life and disability insurance, flexible schedule, paid vacation 2 weeks per year in accordance with the Ontario Employment Standards Act (ESA).
  • Overtime: Not applicable for this position.
  • Work Location: 2212 Gladwin Cres., Ottawa, ON K1B 5N1 (This is an on-site position at our Ottawa facility)

Application Details:

  • Application Deadline: January 16, 2026
  • How to Apply: Submit resume and cover letter to 

Equal Opportunity Statement

Catena Carbon is committed to fostering a diverse and inclusive workplace. This position is open to Canadian citizens, permanent residents, and all individuals legally entitled to work in Canada. We welcome applications from qualified candidates of all backgrounds and experiences.