Senior Executive Assistant, Projects

Cyclic Materials Inc.•Toronto, ON

7d•CA$80,000 - CA$105,000•Onsite

About The Position

Cyclic Materials™ is building a resilient circular supply chain for rare earth elements and other critical materials. Through our proprietary MagCycle℠ and REEPure℠ processes, we recover rare earths from end-of-life products and transform them into high purity materials used in the production of permanent magnets. These materials are critical to the modern economy, including the production of electric vehicles, electronics, AI infrastructure, wind turbines, defense, and advanced manufacturing technologies. Founded in 2021, Cyclic Materials has rapidly progressed from technology development to commercialization. We currently operate facilities in Ontario and Arizona, with a new expansion underway in South Carolina. Backed by US$75 million in Series C financing led by T. Rowe Price, alongside strategic investors including Microsoft, Amazon, Hitachi Ventures, BMW i Ventures, Jaguar Land Rover’s InMotion fund, Energy Impact Partners, ArcTern Ventures, and Fifth Wall, we are scaling to meet growing global demand for a secure and sustainable rare earth supply. We have established commercial partnerships with global industry leaders such as Solvay, Vattenfall, Lime, and VACUUMSCHMELZE, enabling the deployment of recycled rare earth materials into real world supply chains. In 2025, Cyclic Materials was named one of the Top 10 Climate Tech Companies to Watch by MIT Technology Review. We are growing quickly and building the industrial backbone required for a circular rare earth economy. Joining Cyclic Materials means working on complex and exciting challenges at scale, alongside a team committed to executing and delivering measurable impact. If you are motivated by building critical infrastructure and advancing the circular economy, join us and help accelerate the growth of rare earth recycling. Position Overview We’re looking for an experienced Senior Executive Assistant (SEA) to the COO who is a dynamic leader in their industry. You are committed to innovation, excellence, and making a positive impact in the world. The COO is leading the operation, project execution, process technology and R&D functions of the organization driving strategic initiatives and fostering a culture of success. You live in the Toronto or the GTA as presence in our downtown office is required. As the the SEA, you will provide comprehensive support to a busy COO, CTO and SVP of Capital Projects. Being the ideal candidate you will possess exceptional communication and organizational skills, impeccable attention to detail, and the ability to thrive in a fast-paced environment. This position will function with minimal supervision and requires a high degree of independence, tact, initiative, discretion and judgment. You will represent the COO to internal and external parties and provide administrative support.

Requirements

A minimum of 7 years of administrative support or related experience
Advanced knowledge of Microsoft PowerPoint, Word and Excel and Outlook
Extensive experience managing a senior executive's calendar in a fast-growing organization using knowledge of organizational and divisional priorities to effectively manage demand for time.
Ability to make independent decisions using sound business judgment to enable effective prioritization of items requiring immediate action, along with any pertinent information to facilitate decision making.
Ability to communicate complex matters in a concise and simplified way.
Very detailed oriented with excellent planning skills.
Strong customer service orientation with a flexible and willing "can do" attitude.
Ability to be diplomatic, tactful and use discretion and confidentiality in all situations with both internal and external partners.
Ability to work with others at all levels and independently while demonstrating initiative.
Possess a high degree of flexibility with ability to cope well under pressure, multitask and turn around urgent requests quickly.
Willingness to provide support outside of regular business hours when necessary.

Nice To Haves

Post secondary in a related field is an asset.

Responsibilities

Assist the COO and team in executing strategic initiatives and special projects, conducting research, compiling data, and preparing reports and presentations.
Provide analytical support and contribute to decision-making processes as required.
Coordinate and manage the COO, CTO and SVP Capital Projects complex and dynamic schedule, including scheduling meetings, conference calls, and appointments.
Anticipate conflicts and proactively resolve scheduling issues to ensure optimal time management.
Arrange domestic and international travel logistics for the COO, CTO and SVP Capital Projects, including flights, accommodations and transportation.
Provide detailed itineraries and ensure all travel arrangements align with the team’s preferences and priorities.
Serve as the primary point of contact for internal and external stakeholders seeking access to the COO.
Screen and prioritize incoming communications, including emails, phone calls, and meeting requests.
Draft and edit correspondence on behalf of the COO as needed.
Prepare agendas, documents, and presentations for meetings attended by the COO.
Ensure meeting materials are distributed in advance and follow up on action items and decisions.
Attend meetings as requested to document minutes and track action items.
Follow up on action items post meetings and ensure people are prepared for the next meeting.
Ensure all meeting materials are complete, timelines are communicated, and all draft and final documents are gathered and in its final form.
Handle sensitive information and always maintain the highest level of confidentiality and discretion.
Uphold ethical standards and demonstrate integrity in handling confidential matters.
Cultivate positive relationships with key stakeholders, including board members, executives, clients, and partners.
Represent the COO professionally and effectively in interactions with internal and external contacts.
Review and process monthly expense submissions for COO, CTO and SVP Capital Projects.
Submit and process invoices on the internal system.
Coordinate and manage annual team offsites and other team events as necessary.