Executive Assistant & Business Development Coordinator

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 dynamic 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 en…