Executive Assistant

Project Forest; Edmonton; On-site; CAD 55,000 - 75,000; Full time

Job summary

Project Forest is seeking its first Executive Assistant to support the Executive Director and Chief Operating Officer in Canada. You will manage calendars, coordinate travel, prepare documents, and help manage partner relationships.

This role blends administration with project coordination and event logistics in a mission-driven environment. You will act as a connector and organizer, ensuring information flows smoothly, meetings run efficiently, and projects stay on track while advancing Project

Qualifications

• Proven experience as an executive assistant or similar role.
• Strong written and verbal communication skills.
• Ability to manage calendars, travel, meetings, and confidential information.

Responsibilities

• Provide executive support to the Executive Director and COO.
• Manage partner relationships and coordinate communications.
• Plan and coordinate meetings, events, and travel logistics.
• Maintain records, prepare reports and materials for leadership.
• Support onboarding of new partners and manage project follow-ups.

Skills

Calendar management

Travel coordination

Stakeholder communication

HubSpot

Office software

Education

Post-secondary education in business/administration or related field

Tools

HubSpot

Microsoft Office

Google Workspace

Job description

Turn Purpose Into Impact. Help Us Rewild Canada—One Forest at a Time.

Are you looking for work that makes a meaningful difference every day?

Do you want to build trusted relationships with communities and Canadian businesses committed to giving back?

Would you be inspired to help turn corporate support into thriving forests that Canadians can enjoy close to home?

If so, we would love to meet you.

Project Forest is seeking its first Executive Assistant. This is a unique opportunity to support a growing environmental non‑profit while helping our partners create lasting, measurable impact across Canada.

About Project Forest

Project Forest is a non‑profit created to serve the Earth, Project Forest partners with conservation groups, First Nations, and funding partners to enrich communities by planting forests.

Our passionate team of changemakers brings businesses and communities together to create forests where Canadians can experience them most—close to home.

Every new forest helps clean our air and water, restores wildlife habitat, strengthens communities, and creates natural places for people to explore. Through partnerships with purpose‑driven businesses, we are building a healthier and more resilient Canada for today, tomorrow, and generations to come.

Why We Love Trees

Our love of trees is simple: they bring life to the world in a way nothing else can.

Forests provide clean air and water, protect biodiversity, create homes for wildlife, and offer places where people can connect with nature and one another.

Project Forest works with like‑minded organizations that want to create meaningful community impact and improve people’s lives by building forests. Together, we are restoring landscapes, strengthening communities, and creating a legacy that will continue to grow for generations.

Your Opportunity to Make a Difference

Project Forest is growing—pun intended—and we need your help.

Over the past five and a half years, we have built strong momentum. We are now looking for an organized, proactive, and relationship‑focused professional to help take Project Forest to the next level.

As our Executive Assistant, you will work closely with the Executive Director and Chief Operating Officer. You will provide trusted executive support while helping manage partner relationships, plan memorable events, maintain accurate records, and keep important projects moving forward.

This is more than an administrative position. You will be a connector, organizer, relationship builder, and champion of our mission. Your work will help transform conversations and commitments into forests.

What You’ll Do

Executive Support

• Manage the Executive Director’s calendar, including meetings, appointments, events, and travel.
• Monitor and coordinate correspondence, phone calls, and emails on the Executive Director’s behalf.
• Prepare and edit reports, presentations, correspondence, and other documents.
• Coordinate travel arrangements and manage related expenses.
• Attend meetings and events at the direction of the Executive Director.
• Prepare meeting materials and ensure the Executive Director has the information needed to succeed.

Partner and Lead Communication

• Serve as a trusted point of contact among the Executive Director, employees, partners, prospective partners, and other external stakeholders.
• Coordinate communication across the organization and support the timely flow of information.
• Follow up with partners after meetings and provide information requested by the Executive Director.
• Follow up with prospective partners and leads generated through conferences and events.
• Enter business cards, contact details, and lead information into HubSpot.
• Develop, maintain, and manage HubSpot email sequences for conference and event leads.
• Schedule Project Forest Discovery Meetings and support the relationship‑building process.

Meeting and Project Coordination

• Organize meetings, prepare agendas, record minutes, and follow up on action items.
• Help ensure participants are prepared with the appropriate materials and information.
• Provide administrative and logistical support for special projects and organizational initiatives.
• Track progress, coordinate next steps, and help ensure deadlines are met.
• Identify gaps and follow up proactively to keep priorities moving forward.

Office Operations

• Help manage office procedures and day‑to‑day operations.
• Coordinate with vendors and service providers.
• Look for practical ways to improve efficiency and organization.
• Assist with budget preparation and expense tracking.
• Process invoices, receipts, expense reports, and other financial documents.
• Maintain organized and accurate financial records for the Executive Director and appropriate team members.

Event Planning and Coordination

Plan and support meaningful events that bring our mission, partners, and communities together, including:

• The Annual Partner Celebration
• Earth Day events
• Educational workshops
• Corporate planting events
• Groundbreaking celebrations
• Conferences and other community or corporate functions

You will coordinate event logistics such as venues, catering, schedules, materials, suppliers, guest communications, and on‑site support.

Partner Onboarding

• Coordinate the onboarding of new Project Forest partners.
• Ensure commitments, deliverables, and timelines are clearly documented and completed on schedule.
• Attend onboarding meetings and coordinate the resulting action items.
• Help every new partner feel informed, valued, and connected to the impact they are creating.

Communications Production

• Coordinate the printing and production of physical communications and branded materials.
• Work with team members, designers, printers, and other vendors to ensure materials are accurate, professional, and delivered on time.

Who You Are

You are a highly organized and dependable professional who takes pride in helping people and projects succeed.

You build relationships with warmth and integrity. You communicate clearly, follow through on commitments, and are comfortable moving between executive support, partner service, event coordination, and detailed administrative work.

You thrive in a growing organization where priorities can shift and where initiative matters. Most importantly, you are inspired by Project Forest’s mission and want your work to contribute to healthier landscapes and stronger communities.

Qualifications and Experience

Education

• Post‑secondary education in business administration, communications, management, environmental studies, or a related field is preferred.
• Certifications in office administration, project management, event planning, or a related discipline would be considered an asset.

Executive and Administrative Support

• Proven experience as an executive assistant, senior administrator, office coordinator, or in a comparable role.
• Experience managing calendars, meetings, travel arrangements, correspondence, and confidential information.
• Strong written communication, document preparation, proofreading, and organizational skills.
• Experience with Microsoft Office and Google Workspace will be considered a strong asset.
• A minimum typing speed of 60 words per minute is required.

Account and Relationship Management

• Experience managing client or stakeholder relationships.
• A demonstrated ability to respond to inquiries professionally and create a positive partner experience.
• Experience with HubSpot or another customer relationship management system is preferred.

Project and Event Coordination

• Experience planning and coordinating projects or events from initial concept through execution and follow‑up.
• Demonstrated ability to manage competing priorities, details, and deadlines.
• Strong judgment, initiative, and problem‑solving skills.
• The ability to work independently while collaborating closely with a small, purpose‑driven team.

Our Core Values

Our values are not simply words on a page. They guide how we work, how we build relationships, and how we care for the communities and landscapes we serve.

Project Forest’s core values are:

• Responsibility
• Transparency
• Community
• Reciprocity
• Humility

Candidates selected for an interview will be asked to share what these values mean to them. Responses will be an important part of our selection process.

Grow With Us

Culture matters at Project Forest.

We work hard, keep things positive, support one another, and celebrate the impact we create together. We are looking for someone who brings energy, care, curiosity, and a genuine desire to contribute.

Experience is important, but purpose matters too. Your passion for the environment, love of the outdoors, commitment to service, and connection to our mission are what will truly set you apart.

If you are ready to use your skills to strengthen partnerships, support a growing team, and help restore Canadian landscapes, we want to hear from you.

Join Project Forest and help us rewild Canada—one forest at a time.