Job Description

Position Overview

We are seeking a highly organized, tech-savvy, and adaptable Chief Administrative Officer ("

CAO

") to join our dynamicteam. This role will serve as the administrative backbone of our organization, supporting leadership, managing critical administrative functions, and facilitating smooth operations across all aspects of the business.

Location

We are located at 1250 Grand Lake Rd. Sydney NS B1M 1A2 which is where the CAO will work. We are also seeking to open an office space in Halifax, Nova Scotia, so the CAO may work from the Halifax office periodically. Although the CAO may be able to work remotely on occasion, the expectation is that the CAO will perform their work in person at our office.

Term

This is a 3-year, non-seasonal, position.

Hours

40 hours per week.

Must be willing to work flexible hours at times, including occasional evenings and weekends.

Language of Work:

English

Key Responsibilities

Administrative Management

Track action items, payroll processes, and manage executive schedules

Coordinate virtual meetings involving stakeholders from around the world

Prepare meeting agendas, call scripts, and detailed notes from each meeting

Conduct desktop research to support executive decision-making

Build and maintain budgets and financial trackers

Manage document control and organizational knowledge systems

Support federal and provincial funding applications as well as investor relations documentation

Act as liaison with regulatory bodies and handle compliance documentation

Review all contracts and agreements

Budget proposals and financial forecasts

Write expense reports and reimbursement requests

Design investment pitch decks and financial summaries for investors

Prepare tax documentation and financial statements

Track Monitoring, Reporting, and Verification (MRV) data and reports

Track sales of products

Technical Support

Provide comprehensive tech support for both hardware and software across Apple and Windows devices of various vintages

Troubleshoot issues with applications, programs, and cloud services (including Google Workspace and Dropbox)

Guide team members through technical problem resolution in person or via email, text, and video conferencing

Be able to parse code to troubleshoot problems ranging from why an email bounced and if an email is legitimate to why an element of a website isn't working or how an element is accomplished

Implement and manage data and account security protocols

Maintain technical documentation and system access controls

Creative & Communications Support

Create and edit professional materials using Adobe Creative Suite applications (Acrobat, Photoshop, Illustrator, Premiere, Audition, and InDesign specifically)

Perform professional-looking photo editing, graphic design, text layout, and video editing

Prepare clean, professional presentations for CEO and CTO for both in-person and remote delivery

Maintain website content using basic HTML and CSS knowledge

Assist with marketing materials, social media content, presentations, and public relations materials

Assist in the development of press releases and media statements

Handle customer/client communications and updates

Project Management

Track project milestones, deadlines, and deliverables

Create and maintain project documentation

Coordinate with vendors, partners, and stakeholders

Assist with procurement processes and vendor management

Support preparation for conferences, demonstrations, and industry events including researching airfare, hotels, and transportation

Salary

Annual compensation of $140,964 a year.

Additional benefits may be presented as part of a Long-Term Incentive Compensation Programme to be developed for senior executives by the Board of Directors at a later date.

Requirements

Education & Experience

5+ years of administrative experience, preferably in a high-paced startup environment

Demonstrated experience in project management

Strong background in technical troubleshooting and support

Experience in a scientific, engineering, or cleantech environment highly desirable

Completion of secondary school required

Technical Skills

Advanced proficiency in Microsoft Office suite and Google Workspace apps, specifically in Excel, Word, and PowerPoint as well as Sheets and Docs

Budget building and financial tracking

Working knowledge of Adobe Creative Suite applications

Basic HTML and CSS knowledge

Understanding of data security and cybersecurity best practices

Deep familiarity with A/V equipment for presentations and demonstrations

Knowledge & Abilities

Must have basic understanding of chemistry and basic science

Ability to read, write, and comprehend English at a post-graduate level

Strong note-taking skills with ability to capture action items efficiently

Knowledge of cybersecurity threats and scam prevention

Exceptional organizational and time management abilities

Adaptability to changing priorities in a startup environment

Additional Requirements

Must be willing to work in Sydney, Nova Scotia

Must use personal laptop with appropriate security measures

Own license for Adobe Creative Suite applications required

What We Offer

Opportunity to be part of an innovative clean technology company making significant environmental impact

Competitive compensation package

Professional development opportunities

Collaborative and dynamic work environment

Chance to contribute to cutting-edge carbon capture and sustainable fuel technology

Note to Applicants

Our environment requires flexibility, adaptability, and a willingness to take on various tasks as needed. The successful candidate will be comfortable with occasional off-hours communication and weekend work as business needs require.

Please do not apply if you are not:

a Canadian citizen a permanent resident of Canada a temporary resident of Canada with a valid work permit
Aeon Blue Inc. is an equal opportunity employer committed to building a diverse workforce. We encourage applications from all qualified candidates, including women, visible minorities, persons with disabilities, and Indigenous peoples.

Job Type: Full-time

Pay: $140,964.00-$190,000.00 per year

Flexible language requirement:

French not required
Schedule:

Monday to Friday On call Overtime Weekends as needed
Ability to commute/relocate:

Grand Lake Road, NS: reliably commute or plan to relocate before starting work (required)
Education:

Secondary School (preferred)
Experience:

Administrative: 5 years (required)
Work Location: Hybrid remote in Grand Lake Road, NS