Executive Assistant & University Liaison/Science Facility Management

Employer: Hybrid role, CarbonRun and Sterling Hydrology Research Group (Dalhousie University)

Location: Hybrid role, with headquarters in Halifax, Nova Scotia

Employment Type: Full-time, permanent

Salary Range: $70,000 annual salary

Timeline: Starting early December 2024

Reporting to: Chief Operating Officer (COO)/Chief Scientific Officer (CSO)

About CarbonRun

CarbonRun is a Nova Scotian company dedicated to addressing the global climate crisis and restoring freshwater ecosystems. Our mission is to combat climate change, restore aquatic ecosystems, and strengthen communities.

Our Values

CarbonRun strives to provide a supportive environment in which employees have equitable opportunities to achieve their personal best. We value the talents and abilities of our employees and seek to foster an open, cooperative, and dynamic environment in which employees and CarbonRun can thrive. Driven by a history in river conservation and scientific research, we are committed to restoring rivers and providing community benefits.

Job Summary

We are in search of a well-organized and highly motivated individual to support our Chief Operational/Chief Scientific Officer. The Executive Assistant will play a crucial role in coordinating and managing all projects associated with the diverse operations of the overall operations and of the science division at CarbonRun.

We are seeking a creative problem-solver who excels in a fast-paced, results-oriented startup environment. The ideal candidate should have the ability to handle multiple projects, aligning closely with the direction of the COO/CSO.

Key Responsibilities (Executive Assistant):

● Support activities and initiatives of the COO/CSO and all other teams reporting to and collaborating with the COO/CSO.

● Effectively synchronize the COO/CSO’s schedule, supporting optimal use of time.

● Strategically plan and execute intricate domestic and international travel arrangements and support in the tracking of receipts for COO/CSO; ensure cost-effectiveness and efficiency.

● Support the preparation of effective meeting agendas for COO/CSO. Take accurate and effective meeting minutes. Distribute follow-up action items for executive meetings and board presentations. Serve as the primary point of contact for internal and external stakeholders, including clients, partners, and team members.

● Engage closely with other administrators to uphold efficient cross-operational practices and facilitate knowledge sharing.

● Uphold the utmost discretion in handling all business information.

● Facilitate effective communication by drafting, editing, and distributing correspondence, reports, and presentations as needed for COO/CSO.

● Support initiatives led by the COO/CSO to enhance and refine operational processes.

● Assist in tracking projects and initiatives led by the COO/CSO, ensuring deadlines are met.

● Provide personal support to the COO/CSO as needed, balancing professional duties with personal requests when appropriate.

Key Responsibilities (University Liaison/Science Facility Management):

● Serve as point-of-contact for CSO with regards to university grants and collaborations.

● Ensure compliance with all regulatory and institutional safety standards.

● Manage inventory of supplies and materials, ordering replacements as needed.

● Track scientific expenditures.

● Support the processing of paperwork through the university system, particularly with regards to grant management and grant supported researchers.

● Liaise with funders.

● Assist in the identification in the preparation of grant proposals.

● Develop and manage budgets, ensuring accuracy and compliance with funding agency regulations.

● Monitor financial aspects of funded projects, including expenditures and reporting.

● Ensure compliance with university and funder regulations, including ethical guidelines and reporting requirements.

● Prepare and submit progress reports and final reports to funding agencies.

● Monitor and track grant timelines, milestones, and deliverables, ensuring projects stay on schedule.

● Maintain organized records of all grant proposals, awards, correspondence, and compliance documentation.

Qualifications:

● A degree in business administration, management, communications, or a related field is preferred.

● An MBA or other relevant advanced degree is advantageous.

● At least 3-5 years of experience supporting senior executives, preferably in a corporate or research environment.

● Experience in a scientific or technical field is a plus.

● Exceptional ability to manage multiple tasks and priorities effectively, with a strong focus on detail and accuracy.

● Excellent verbal and written communication skills, with the ability to interact professionally with stakeholders at all levels.

● Proficient in office software (e.g., Microsoft Office Suite, Google Workspace) and familiarity with project management tools and collaboration platforms.

● Ability to handle sensitive information with confidentiality and professionalism.

● Strong analytical and critical-thinking skills to navigate challenges and propose solutions.

● Ability to effectively manage projects, timelines, and deliverables, with the ability to work independently and as part of a team.

● Understanding of budget tracking and financial reporting processes, particularly in a research or corporate setting.

● Flexibility to adapt to changing priorities and work environments, especially in a fast-paced or dynamic organization.

● Initiative to anticipate the needs of the executives and take action without being prompted.

Benefits:

We offer a competitive compensation package where you will be rewarded based on your performance and recognized for the value you bring to our business. Plus, we offer:

• Canadian Group benefits plan including

o Extended health care

o Dental care

o Life and dependent life insurance

o Long-term disability coverage

o Accidental death and dismemberment

o Employee and Family Assistance Plan

o Online Doctors virtual care service

• Employee Stock Options Plan

• Paid time off

• Paid vacation time

If you are passionate about making a positive impact on the environment, we invite you to apply by emailing your resume to HumanResources@carbonrun.io.

Equal Opportunity Employer:

CarbonRun is an Equal Opportunity employer. If you need reasonable accommodation at any point in the application or interview process, please let us know. In your application, feel free to note which pronouns you use (for example: she/her/hers, he/him/his, they/them/theirs, etc.).

Diversity and inclusiveness are at the heart of who we are and how we work. We are committed to fostering an environment where differences are valued, policies and practices are equitable, and our people feel a sense of belonging. We embrace equity and diversity and are committed to equity and support for under-represented groups, combating systemic racism, advocating for the 2SLGBT+ community, promoting our Neurodiversity Centre of Excellence and Accessibility initiatives, and are dedicated to amplifying the voices of Indigenous people (First Nations, Inuit, and Metis) nationally as we strive towards reconciliation.