Executive Assistant to the CEO
Boreal Fire Protection Inc. | St. Albert, Alberta
Full-time, permanent | Monday to Friday, in office with occasional remote days by arrangement once trained
$65,000 to $80,000 per year, depending on experience, plus benefits
If you have watched Suits, you know Donna. She knows what the boss needs before he asks, she knows every client by name, and nothing gets past her desk. She does not wait for instructions; she is the reason the office works. That is the job. It is a big ask, and we are paying for it.
ABOUT THE ROLE
Boreal Fire Protection is a fire and life safety company based in St. Albert, serving the greater Edmonton region. We inspect, test, maintain and repair sprinkler systems, fire alarms, emergency lighting, extinguishers, suppression systems, backflows, hydrants and fire pumps for commercial property managers, industrial sites and institutional portfolios. We started in 2021, we are now a team of 16 with 10 service vehicles, and we own our office and shop. We have grown fast by doing the work properly and treating clients like people.
We have a strong operations manager and administrative team keeping our field operations moving. What we need now is someone who can become the owner's right hand and take ownership of the administrative and financial workflows that keep the business running. Someone who can manage competing priorities, anticipate what needs attention, communicate confidently with our clients and take the initiative to improve how things get done. The goal is simple: give the owner more time to focus on relationships, leadership and growing the business, while making sure nothing behind the scenes gets overlooked.
You will work alongside the operations manager, who runs scheduling and the field team, and our administrative assistant. You own the owner's desk and the administrative and financial workflows. You are joining a team that works.
WHAT YOU WILL DO
Be the owner's right hand. Run his inbox and calendar. Protect his time, track his commitments and make sure they turn into action. Anticipate what is coming: the renewal that is due, the client who has not heard back, the meeting that needs prep. Draft replies, flag what needs him, and handle the rest yourself.
Be the voice of Boreal. Answer the phones and the main inbox. Property managers, building operators and corporate clients will call with service requests, questions about reports, and the occasional emergency. You will handle them calmly, log them, and hand them to the operations manager, who schedules the field team. Nothing gets dropped.
Keep the job workflow current in Jobber. Jobber is our operating system. You will create clients and properties, convert approved quotes into jobs, create service tickets, and keep job records complete and current. Quote requests arrive by email, to the owner and to the operations manager. You will catch every one of them, log it on our Bid Board, and keep that board current so nothing sits unanswered. You will not price the work and you will not schedule the technicians; you will make sure every request is tracked, followed up and closed out.
Own invoicing and collections. Invoice completed jobs promptly and accurately, send inspection reports with the invoice, follow up on overdue accounts, and keep receivables tight.
Run weekly payroll and prepare payments. Process weekly payroll accurately and on time through QuickBooks. Prepare monthly supplier payment lists for the owner's review and approval. Our bookkeeping is handled separately.
Keep the paperwork straight. File inspection reports, certificates and client documentation where they belong. Submit reports to municipal portals where required. Maintain our safety and certification records (COR/SECOR, insurance, WCB).
Make things run better. Spot what is slowing us down and fix it. Build the checklist, write the procedure, set up the reminder. You will have a lot of latitude here, and a team that will back you.
WHO YOU ARE
We care more about how you operate than what your last title was. The people who thrive here are resourceful, fast learners who would rather figure it out than wait to be told.
What we are looking for:
- 3+ years in an executive assistant, office manager, operations coordinator or service coordinator role, ideally in trades, construction, property management or another service business
- Confident, professional communication with corporate clients by phone and email. You can hold your own with a property manager who is having a bad day
- Hands-on experience with invoicing and accounts receivable, and the care to run a simple weekly payroll without error
- Strong organization and follow-through. You keep lists, you close loops, and you do not need reminding
- Discretion. You will handle confidential client information, pricing and payroll
- Comfort learning new software quickly. We run on Jobber, Google Workspace and Apple hardware
- Legal eligibility to work in Canada and the ability to work from our St. Albert office
It would be great if you also have:
- Experience with Jobber or a similar field service platform (ServiceTitan, Housecall Pro, simPRO)
- Experience running payroll in QuickBooks Online or similar
- Background in fire protection, HVAC, electrical, plumbing or another trade service business
- Familiarity with safety and certification programs (COR/SECOR, WCB, ComplyWorks, Avetta)
WHAT WE OFFER
- $65,000 to $80,000 per year, depending on experience
- Three weeks of vacation to start, and health and dental benefits after three months
- Monday to Friday, daytime hours. We respect evenings and weekends
- Primarily in office in St. Albert, with occasional work-from-home flexibility once you are trained and established in the role
- A real seat at the table. You work directly with the owner every day, you will see every part of the business, and you will shape how the front office runs
- A stable, growing company that has had almost no turnover. People stay here
- A clear path to office manager. As Boreal grows, this role is expected to lead the administrative team
- A team that is good at what they do and easy to work with
HOW TO APPLY
Send your resume and a short note to jed@borealfireprotection.ca with the subject line "Executive Assistant". Skip the formal cover letter. Instead, tell us about a time you took something messy off someone's plate and made it run. Three or four sentences is plenty.
- We will respond to every applicant we interview. Boreal Fire Protection is an equal opportunity employer.
