Executive Assistant

Position: Executive Assistant
Department: Fire, Rescue, & Peacekeeper
Job Classification: Safety Sensitive- Administration
Reports to: Manager

Job Summary: The FRP Executive Assistant is required to report to and is under the supervision of the Manager. The Executive Assistant will provide administrative support and general office tasks. The Executive Assistant will handle Correspondence, maintain an organized system of office files and materials, and assist in the preparation of documentation for Board Meetings and external agencies. The Executive Assistant will also answer the phone, take messages, and respond to inquiries. She/he will perform other duties related to this position as requested by the Manager.
Responsibilities:
•Ensure all forms necessary to be completed by staff are readily available.
•Type out correspondence and complete all necessary filing.
•Prepare all minutes and document for next meetings.
•Preparing work orders, and ordering parts.
•Ensure all incident reports are properly documented and submitted by employees.
•Use computer word processing, spreadsheet, and database software to prepare reports, memos, documents, and FRP statistics.
•Sort incoming mail, faxes, and courier deliveries for distribution.
•Prepare and send outgoing faxes, mail, and courier parcels.
•Forward incoming general emails to the appropriate staff member.
•Purchase, receive, and store office supplies ensuring that basic supplies are always available.
•Provide secretarial and administrative support to management and other staff.
•Make travel arrangements and coordinate meetings for staff.
Qualifications:
•Grade 12 Diploma, Post-Secondary Business Administration Certificate/Diploma or equivalent
•Effective written, verbal, and communication skills
•Able to manage stress effectively and able to maintain confidentiality
•Knowledge and proficiency in Microsoft Office tools (Word Processing, Spreadsheets, etc.) and office equipment
•Excellent interpersonal skills, organizational skills, and management skills
•Experience preparing agendas, minutes, letters, and memos accurately
•2 years’ experience is an asset
•Must have a Valid Driver’s License.
DEADLINE DATE: Wednesday, July 08, 2026