EXECUTIVE ASSISTANT & BUSINESS DEVELOPMENT COORDINATOR

At First General Edmonton, we provide emergency mitigation services for damage caused by water, sewer back-ups, fire, smoke damage, wind damage, vehicle impacts, catastrophic storm response, bio/trauma clean-up, asbestos remediation, and full construction services.

We are in search of a skilled Executive Assistant & Business Development Coordinator to join our energetic team. The EA & BD Coordinator on the Operations Leadership team is responsible for protecting and extending the capacity of the Vice President of Operations, and for running the coordination, administration, and activity engine behind our business development function across our Edmonton and Fort McMurray branches. The EA & BD Coordinator works closely with branch leadership, the field, and office teams to ensure executive priorities are supported, client and carrier relationships are actively maintained, and business development activity is consistently delivered and measurable.

This position reports to the Vice President of Operations.

This EA & BD Coordinator must be highly organized, have worked in the restoration, construction, insurance, or property management field, and be capable of sustaining a structured weekly cadence while reprioritizing quickly when a catastrophe event lands. Discretion is essential, as the role has visibility into financial performance, personnel matters, claims disputes, and confidential client and carrier information. Excellent people skills, ability to multi-task, attention to detail and ability to learn new technology are some of the qualities the successful candidate must possess.

Responsibilities include but are not limited to:

1. Executive Support (approximately 35%)

- Executive Calendar: Own and actively manage the calendar of the Vice President of Operations across both branches, including scheduling, defensive blocking of focus time, and independent resolution of conflicts within established parameters.
- Inbox and Correspondence: Triage the executive inbox, redirect or handle items directly where appropriate, and draft correspondence to internal teams, carriers, adjusters, property managers, commercial clients, and homeowners at a register suited to each audience.
- Meeting Preparation: Assemble agendas, background, prior correspondence, outstanding items, and relevant file or performance data ahead of each meeting, site visit, or carrier review.
- Meetings and Action Items: Support recurring operational, branch leadership, safety, and carrier program meetings; produce minutes and decision records; and maintain a live action register across both branches, following up with owners ahead of due dates.
- Monthly Executive Reporting: Assemble, format, and quality check the monthly executive reporting package, consolidating Edmonton and Fort McMurray inputs and reconciling figures against source data before release.
- Records and Document Control: Maintain organized, retrievable filing in SharePoint and OneDrive with disciplined version control and archival practice.
- Travel and Expenses: Arrange travel and accommodation for the Vice President of Operations and deployed personnel, prepare expense reports, reconcile corporate card activity, and code expenses accurately for finance.
- CAT Event and Surge Support:



Provide administrative surge capacity during storm, wildfire, and large loss response, including intake support, accommodation coordination, documentation flow, and maintenance of call trees and readiness documentation.
- Confidentiality: Handle financial, personnel, claims, legal, and strategic material with absolute discretion and represent the office of the Vice President of Operations professionally in every interaction.

2. Business Development Coordination (approximately 60%)

- CRM Administration: Maintain Pipedrive as the authoritative record of business development activity, keeping contacts, account hierarchies, activity logging, and pipeline status current and accurate.
- Relationship Cadence: Run a scheduled touchpoint program across carriers, program representatives, adjusters, property managers, building operators, consultants, engineers, and general contractors, coordinating meetings and site walk-throughs and tracking commitments to closure for the Vice President and other team members.
- Client Events and Workshops: Plan and deliver client-facing events end to end, including appreciation events, golf tournaments, fundraisers, sponsorships, networking functions, adjuster continuing education sessions, and flood-kit lunch-and-learns.
- Technical Collateral: Support preparation of building flood prevention assessments, emergency response plans, and continuing education material through drafting, formatting, data compilation, and version control.
- Submission and Agreement Packages: Prepare and track documentation for insurer program submissions, RFPs, pre-loss agreements, and property management partnerships, maintaining a register of submission windows, renewals, and expiry dates.
- Collateral and Flood-Kit Inventory: Maintain inventory of branded materials, flood kits, and client gifts, and coordinate production and reorders within approved limits.
- Digital and Social Content: Capture project imagery and publish weekly content subject to client and carrier consent, maintain a content calendar, and oversee Google reviews so feedback is responded to and investigated promptly.
- Branch Expansion Support: Provide research, prospect list development, event and travel logistics, collateral, and activity tracking for business development in the new branch market outside Edmonton.
- Activity Reporting: Report on business development activity, touchpoint completion, referral source performance, submission status, and event outcomes on a defined cycle.

3. Surge Reserve (approximately 5%)

- Holding unallocated capacity for catastrophe response and large loss deployment and supporting with a variety of tasks and needs as they arise to ensure we are successful in all aspects.

Requirements:

- Minimum 3 years of experience as an Executive Assistant, Senior Administrative Assistant, or equivalent, supporting a director or executive level leader
- Demonstrated background in the restoration, construction, insurance, or property management sectors,



sufficient to navigate technical conversations with clients, adjusters, and building operators
- Executive quality business writing, able to draft correspondence requiring minimal revision
- Demonstrated experience coordinating client-facing events, functions, or workshops
- Working proficiency with CRM software and business social media publishing
- Familiarity with insurance claims processes and industry standards, including IICRC guidelines
- Valid Class 5 Alberta driver’s licence, reliable transportation, and a satisfactory criminal record check

Considered an asset:
- Five or more years of construction or restoration industry experience
- IICRC certifications, or willingness to obtain WRT (company supported)
- Working familiarity with Pipedrive, XactAnalysis, DASH, Encircle, or Xactimate
- Experience preparing insurer RFP or program submission packages
- Exposure to construction contract administration, or to prompt payment and lien documentation under PPCLA
- Experience supporting reporting cycles to a corporate or franchise head office

Skills:

- Anticipatory judgment: identifies what the executive will require before being asked
- Self-directed, able to sustain a scheduled program of activity without daily supervision
- Precision under pressure, particularly on contractual, financial, and operational detail
- Composure in an environment where an emergency call can reset the day’s priorities
- Ownership: closes loops without prompting and knows what to handle versus what to escalate
- Strong listening and information retention skills
- Excellent client-facing and customer service skills
- Excellent written and verbal communication skills, with the ability to interact effectively with stakeholders at all levels, from field personnel to carrier executives to policyholders following a loss
- Solid organizational skills including attention to detail and multi-task skills
- Advanced proficiency with Microsoft 365, including Outlook, Word, Excel (formulas, lookups, and pivot tables), PowerPoint, Teams, and SharePoint; Canva an asset
- Robust critical thinking, problem solving and decision-making skills

Work Type: Full Time, In Office, with travel Schedule: Monday to Friday from 8:00 am to 4:30 pm

Periodically, additional time required for events, travel, CAT response,

Travel: Edmonton and area, with periodic travel to Fort McMurray and new markets

How to Apply:

If you are a motivated and experienced professional looking for a new challenge, please submit your resume and cover letter to via Indeed. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Pay: $60,000.00-$75,000.00 per year

Benefits

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- Paid time off
- Vision care
- Work from home

Application question(s):
- What's your email address we can contact you at?

Experience:
- executive assistant: 3 years (preferred)
- Business development: 3 years (preferred)
- Microsoft Office: 3 years (required)

Licence/Certification:
- Driving Licence (required)

Location:
- Edmonton, AB T5P 4Y8 (required)

Willingness to travel:
- 25% (preferred)

Work Location: In person

📌 Executive Assistant & Business Development Coordinator (Edmonton)
🏢 first general services
📍 Edmonton