Job Title: Executive Assistant

Job Type: F/T Permanent Position

Shift: Monday to Friday – 7:30AM - 4:00PM

Company: VETS Group

Role Reports to: CEO and VP of Corporate & Business Development

Location: Edmonton, AB

About Us:

VETS is a leading industrial HVAC solutions provider, with 100 years of history, dedicated to creating safer and healthier environments to a diverse range of clients. With a strong commitment to innovation, safety, and client satisfaction, we design, manufacture and install industrial ventilation systems tailored to meet the unique needs of our clients across various industries.

Company Core Values:

Human Leadership

Ownership Mentality

Nurturing Environment

Open Communication

United Team

Renowned Craftsmanship

Position Overview:

The Executive Assistant increases the effectiveness and capacity of VETS’ senior executives by proactively managing their time, priorities, communication, and commitments. Acting as a trusted partner and organizational extension of the executives they support, this role anticipates needs, creates structure, drives follow-through, and ensures important priorities do not get lost in the demands of day-to-day business. Through exceptional organization, discretion, judgment, and accountability, the Executive Assistant enables VETS’ leaders to spend more of their time focused on leadership, strategy, customers, and value creation.

Responsibilities:

- Executive Calendar & Priority Management - Own and proactively manage executive calendars, protecting time for strategic priorities while coordinating meetings, appointments, commitments, and competing demands.
- Executive Inbox & Communication Management - Monitor and organize designated executive inboxes, identify priority items, coordinate responses and follow-up, and ensure key communications receive appropriate attention.
- Meeting Preparation & Follow-Through - Coordinate executive and leadership meetings, prepare agendas and supporting materials,



capture actions and commitments where required, and proactively follow up on outstanding items and deadlines.
- Executive Accountability & Priority Tracking - Maintain visibility of executive commitments, strategic priorities, and key deadlines. Proactively remind, follow up, and respectfully hold executives and others accountable for agreed-upon actions.
- Travel, Events & Logistic - Coordinate executive travel, accommodations, itineraries, meetings, conferences, corporate events, and associated logistics to ensure a seamless experience.
- Executive Communications & Presentations - Prepare, format, organize, and maintain professional presentations, reports, correspondence, meeting materials, and other executive-level communications.
- Executive Liaison & Relationship Coordination - Act as a trusted liaison between executives and employees, customers, vendors, community partners, and other stakeholders, ensuring communication is professional, timely, and appropriately prioritized.
- Confidential & Sensitive Matters - Handle confidential corporate, employee, financial, and personal information with exceptional discretion, maturity, and judgment.
- Executive & Personal Support - Provide reasonable personal-assistant support where it improves executive effectiveness, including appointments, research, purchases, gifts, errands, and coordination of occasional personal commitments.
- Special Projects & Executive Support - Research, coordinate, and execute special projects and emerging priorities on behalf of the executives, demonstrating flexibility and strong independent problem-solving.

Qualifications





- 5+ years of progressive Executive Assistant or senior administrative experience supporting executives or senior leaders.
- Demonstrated experience simultaneously supporting two or more senior executives with complex calendars and competing priorities.
- Proven experience independently managing executive calendars, inboxes, travel, meetings, and confidential correspondence.
- Demonstrated ability to anticipate executive needs and proactively manage priorities with limited direction.
- Experience tracking executive commitments, following up on action items, and confidently managing deadlines across multiple stakeholders.
- Advanced proficiency with Microsoft Outlook, PowerPoint, Word, Excel, Teams, OneDrive, and Microsoft 365.
- Strong PowerPoint and document-production capability with experience preparing polished executive presentations and meeting materials.
- Exceptional written and verbal communication skills with demonstrated ability to interact professionally at all organizational levels.
- Demonstrated discretion and sound judgment handling confidential corporate, employee, financial, and personal information.
- Strong organizational and project coordination experience within a fast-paced, changing environment.
- Post-secondary education in Business Administration, Office Administration, or a related discipline is preferred; equivalent senior-level experience will be considered.
- Valid driver's license and ability to provide occasional local logistical, event, or personal-assistant support as required.

Job Types: Full-time, Permanent

Benefits

- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Vision care

Experience:
- executive assistant: 3 years (preferred)

Licence/Certification:
- Driving Licence (preferred)

Location:
- Edmonton, AB T6B 1E6 (preferred)

Work Location: In person

📌 Executive Assistant (Edmonton)
🏢 VETS Sheet Metal
📍 Edmonton