Executive Assistant

The Shepherd's Guide Directory Inc.; Edmonton; Hybrid; CAD 40,000 - 56,000; Part time

Job summary

Park Memorial (PM) in Edmonton seeks an experienced Executive Assistant to support the President in a traditional, paper-heavy funeral home environment. This part-time role values reliability, meticulous organization, and the ability to manage shifting priorities while maintaining structure and discretion.

Responsibilities include handling calls and messages, coordinating appointments, maintaining files, preparing correspondence, and assisting with events and internal communications.

Qualifications

• 5+ years executive assistant experience and diploma in office administration.
• Proficient with Microsoft Office and strong communication skills.

Responsibilities

• Receive, transfer, and direct incoming calls and documentation.
• Coordinate with the President for appointments and daily schedule.
• Organize, maintain, and audit physical files and paperwork.
• Prepare correspondence, memos, and reports with accuracy.
• Assist with events and internal communications.

Skills

Administrative excellence

Multitasking

Professionalism

Discretion

Interpersonal skills

Problem-solving

Education

Diploma in Office Administration (NAIT/SAIT or equivalent)

5+ years EA experience

Tools

Microsoft Office

Outlook

PowerPoint

Excel

Job description

Park Memorial (PM) is a family owned and operated full-service funeral home throughout Northern Alberta, including Edmonton, Vegerville, Mayerthorpe, Lamont, and Smoky Lake. We are an 11-year winner of the Consumers' Choice Award for Business Excellence and have 80 years of experience serving families of all faiths and backgrounds. Ethics and honesty are paramount to our family business culture, whether we're supporting a grieving family or caring for our team.

Position Summary:

We are seeking a highly organized, proactive, and dependable Executive Assistant to support the President of a busy funeral home organization. This role is ideal for an experienced administrative professional who thrives in a fast-paced, traditional, paper-based environment and can effectively manage shifting priorities while maintaining structure and organization. With flexibility in daily start and end times, this position is well suited to someone seeking a better work-life balance, returning to the workforce, or looking to contribute their expertise in a meaningful part-time capacity.

The Executive Assistant provides high-level administrative and operational support to the President within a fast-paced, traditional, paper-based funeral home environment. This role is responsible for managing daily activities, maintaining structured systems, and ensuring the President can focus on strategic priorities.

The position requires exceptional organization, the ability to pivot quickly, and confidence in taking ownership of tasks with minimal direction. The Executive Assistant must be able to operate effectively in a dynamic work environment, maintain strong attention to detail, and uphold consistent administrative standards. Additionally, this position will interact with grieving families and provide support resources to families.

Job Duties:

• Receive, transfer, and direct incoming phone calls, requests, and documentation.
• Record, deliver, and direct messages as needed.
• Coordinate with the President for appointments and daily schedule.
• Conduct various administrative duties as needed (mail, write letters and cards, source/restock office supplies, prepare documents, subscription renewals, etc.).
• Organize, maintain, and audit physical files, records, and paperwork.
• Greet andassistfamilies or visitors who arrive for appointments, arrangements, visitations, services, aftercare, or payments.
• Answer and respond to family/community/staff inquiries and concerns.
• Follow upwith management or relevant staff regarding family concerns.
• Ensure proper tracking, filing, and retention of all documents in accordance with organizational standards.
• Prepare correspondence, memos, and reports with accuracy.
• Coordinate meetings, including scheduling, agenda preparation, meeting notes, and follow-up.
• Provide help with external event planning and execution.
• Provide status reports on projects; keep track of employee recognition; coordinate small internal events such as staff lunches;
• Anticipate needs and proactively address scheduling or operational conflicts.
• Take ownership of administrative and operational tasks and complete them independently.
• Maintain structure and workflow in a paper-heavy, process-driven environment, while looking to create efficiencies
• Step in during urgent or high-demand situations to ensure continuity and organization.
• Identify and implement improvements to administrative processes where appropriate.
• Support the President with additional tasks and responsibilities, as needed.

Knowledge, Skills, and Abilities:

• Comprehensive understanding of administrative and office management practices.
• Exceptional ability to multitask and prioritize with accuracy and efficiency.
• Ability to exercise a high degree of professionalism and discretion appropriate for a variety of circumstances (inter-office communications and communications with families).
• Must be proficient in using tact, discretion, and level-headed judgement.
• Exceptional interpersonal and customer service skills and ability to interact with a variety of individuals.
• Conflict resolution skills.
• Ability to handle sensitive and highly confidential matters within a very busy environment.
• Highly self-motivated with strong initiative.
• Ability to work independently and within a team.
• Emotionally mature, due to the sensitive nature of our profession.
• Strong analytical and problem-solving skills with the ability to anticipate and resolve issues proactively.
• Ability to work in a fast-paced environment and adapt to changing priorities.

Education/ Experience:

• 5-years of experience as an Executive Assistant.
• Diploma in office administration from an accredited university or technical institute (NAIT, SAIT, or equivalent) or equivalent professional experience.
• Clear communication skills and a superior attention to detail.
• Proficient with Microsoft Office, including MS Outlook, Word, Excel, and PowerPoint.
• Possess a valid Class 5 non-GDL driver's license.
• Experience in the profession is an asset, but not a requirement.

Working Conditions:

Physical Demands

The Executive Assistant will have to spend long hours sitting or standing (during services) and using office equipment and computers, which can cause muscle strain. They may also have to do some lifting of supplies from time to time.

Environment Conditions

The Executive Assistant may have to manage a number of demands at one time and may be interrupted frequently. They may find the environment to be busy and will require excellent organizational, time, and stress management skills.

Sensory Demands

Sensory demands can include reading and the use of the computer, which may cause eye strain and occasional headaches. The environment may be noisy and busy making it difficult for the Executive Assistant to concentrate.

Mental Demands

The Executive Assistant will have to manage a number of requests and tasks at one time and must be prepared to deal with emergencies and stressful situations at any time. They may have to deal with problem-solving and conflicts that may arise at any time.