Operations Specialist

Breakthrough Energy•Quinte West, ON

51d•$90,000 - $98,000•Hybrid

About The Position

Breakthrough Energy is a network of entities and initiatives, including investment funds, nonprofit and philanthropic programs, united by a shared commitment to scale the technologies needed to reach net-zero emissions by 2050. We accelerate innovation from lab to market, solve planning barriers to grid solutions, and bring together governments, research institutions, companies, and investors to expand and enhance clean-energy investment. The GRIDS program focuses on improving and accelerating electric system planning and reducing the time to investment by tackling processes and tools for electric system design, building quality fundamental data inputs, and consistent and focused decision-making tools to understand trade-offs and options. OVERVIEW: Breakthrough Energy seeks a detail-oriented and operationally minded Operations Specialist to join our GRIDS program. The Operations Specialist will be the connective tissue that keeps GRIDS operations running on time and on track. Primary focus areas are program operations data and tooling (including CRM hygiene, milestone tracking, and documentation systems), coordination support for the Director team, and operational support for live workstreams such as grant administration and convenings. This is a behind-the-scenes role with significant interface across the GRIDS team and with internal Breakthrough Energy and Gates Ventures partners. The ideal candidate is highly organized, executes reliably in a fast-moving environment, has an eye for spotting gaps in systems and processes, and is excited to contribute to a mission with global impact. This role reports to the Operations Manager, GRIDS, operating with a level of independence appropriate to the individual’s experience.

Requirements

2-4 years of experience in program operations, program coordination, executive support or a closely related role, ideally in a fast-paced or mission-driven environment.
Some experience supporting event planning or convening logistics (workshops, conferences, working group meetings, or similar).
Meticulous attention to detail and strong track record of reliable, high-quality execution.
Strong written and verbal communication skills, with an emphasis on clear, concise internal communication.
Ability to thrive in ambiguity and navigate a rapidly evolving environment, while consistently meeting commitments and looking to grow personal skillsets.
Strong collaboration skills and the ability to work effectively across cross-functional internal teams.
Demonstrate strong interpersonal and communication skills, both written and/or
Experience providing calendar and travel coordination support for director-level or senior leaders.
Proficiency with Microsoft 365 suite (Outlook, Word, Excel, PowerPoint, OneNote, SharePoint) with SharePoint power-user experience a particular plus.
Experience with modern project and knowledge management tools, such as Asana.
Some exposure to grant administration, contract tracking, or related back-office workflows.
Candidate shows a track record of not just following processes but improving them.

Nice To Haves

SharePoint power-user experience a particular plus.

Responsibilities

Help maintain consistent and effective operational rhythm for the GRIDS program by preparing meeting agendas and pre-read materials in partnership with the Operations Manager, coordinating recurring meeting cadences, and driving action items and follow-ups to timely completion.
Assist in tracking key dates and milestones across external collaborative agreements. Surface upcoming deadlines and risks to the Operations Manager and relevant Directors in advance.
Support grant administration workflow in partnership with the Operations Manager and Directors. This includes agreement coordination, partner reporting (drafting and distributing required reports on cadence defined by their agreement), parter meeting cadences (scheduling, prep, and follow-up), and maintaining documentation templates.
Maintain CRM hygiene and partner-tracking data quality, including identifying duplicates, inconsistencies, and missing context that could distort how the team understands its relationships and commitments. Support the Operations Manager in implementing and maintaining the GRIDS CRM and related operational tooling. Build, improve, and maintain dashboards that surface program status, partner engagement, and upcoming commitments.
Provide calendar and travel coordination support to the Director team, calibrated to each Director’s preferences and working style.
Support logistics for GRIDS convenings and workshops under the direction of the Operations Manager, including registration, vendor coordination, on-site support and material preparation as needed. Conduct lightweight post-event review to inform future planning.
Capture and organize meeting notes for GRIDS meetings, track decision and open questions, and ensure action items are logged in team management software so they can be followed up on systematically. Surface decisions that have stalled or commitments that haven’t moved during regular action item reviews with the Operations Manager.
In partnership with the Operations Manager monitor, maintain and suggest improvements to the GRIDS SharePoint site, including periodic audits for staleness, duplication, and gaps; ensuring program materials are organized, accessible, and posted in a timely fashion.
Identify and propose improvements to GRIDS’ operational processes – including how the team coordinates with the broader Breakthrough Energy teams, systems, and standards – and partner with the Operations Manager to implement them.
Conduct research and provide analytical support to the Research & Analytics team on topical areas relevant to the GRIDS program, including periodic deep dives on specific topics as requested, building subject matter familiarity over time.