Executive Assistant

Darkhorse Emergency; Edmonton; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A leading emergency services provider in Edmonton is seeking an experienced Executive Assistant to support the leadership team with administrative tasks, manage communications, and ensure efficient operations. Candidates should have over 3 years of experience in executive support, ideally with management exposure, and be proficient in Google Workspace. This position offers a hybrid work model, requiring presence at the Edmonton office as needed, alongside flexible full-time or part-time options.

Qualifications

• 3 or more years supporting senior/executive leadership in a professional environment.
• Prior management experience is considered an asset.
• Experience reviewing contracts/agreements is considered an asset.

Responsibilities

• Manage executive calendars, scheduling and meeting logistics for two Vice Presidents.
• Support and facilitate the management/coordination of grant writing logistics.
• Act as a point of contact for clients and external stakeholders.

Skills

Discretion, confidentiality and sound judgement

Organization and time management

Exceptional verbal and written communication skills

Project management

Initiative and innovation

Education

Certificate or diploma from a recognized postsecondary institution or equivalent experience

Tools

Google Workspace

Job description

Work at Darkhorse Emergency is diverse and ever-changing. We implement our proprietary software and solve interesting and challenging business problems for a wide variety of fire and emergency clients.

Reporting to the VP, Strategy, you will provide high-level administrative and strategic support to the leadership team, ensuring smooth operations, strong communication flow and alignment across priorities. This role also manages other administrative team members and plays an important role in fostering a connected, collaborative and organized workplace.

This position is a hybrid role with expectation to be in the Edmonton office as needed to support the leadership team. Depending on the candidate’s preference, this role could be a full time or part time schedule.

Job Responsibilities

• Manage executive calendars, scheduling and meeting logistics for two Vice Presidents.
• Monitor and organize 2 Vice President emails including flagging action items and drafting responses.
• Proactively equip Vice Presidents with information and materials required for effective meetings.
• Support in the facilitation, execution, and follow-through of action items.
• Use discretion when handling confidential communications and sensitive information.
• Prepare agendas, reports, presentations and documents for leadership review.
• Act as a trusted liaison and relationship builder between executives, staff and external stakeholders.
• Attend meetings as required to stay informed about leadership priorities and organizational changes, and to support documentation, alignment and follow up actions.
• Support and facilitate the management / coordination of grant writing logistics including adherence to deadlines, verifying accuracy of information and keeping documentation organized.
• Ensure internal communication is timely, clear and accurate.
• Act as point of contact for clients, potential clients and other external stakeholders with the intent of keeping company leadership informed and prepared on matters such as meetings, contract delays and information requests.
• Manage admin staff including feedback, coaching and mentorship activities as well as cross-training and coverage for absences.
• Assist other members of the leadership team as required.
• Take ownership of improving workflows, communication channels and meeting processes to enhance leadership effectiveness, including using AI to create efficiencies and streamline tasks.

What We Look For

• 3 or more years supporting senior / executive leadership in a professional environment.
• Certificate or diploma from a recognized postsecondary institution or equivalent experience.
• Prior management experience is considered an asset.
• Experience reviewing contracts / agreements is considered an asset.
• Proficiency with Google Workspace and other productivity tools.
• You share and live our values every day.

Key Skills

• Discretion, confidentiality and sound judgement
• Organization and time management
• Exceptional verbal and written communication skills
• Project management
• Initiative and innovation
• Support company career development, mentorship, morale building and evangelism