Executive Assistant

Sparks Group has partnered with a progressive, highly innovative municipal fire department to identify a dynamic Executive Assistant to directly support the Fire Chief and Command Staff. This is a high-visibility, public-facing role requiring exceptional organization, discretion, and the ability to manage competing priorities in a fast-paced environment.

The ideal candidate is a proactive, tech-savvy professional who thrives on being a strategic partner, anticipates needs before they arise, and communicates with clarity and confidence across all levels of an organization and the community.

• Provide direct executive-level administrative support to the Fire Chief and Command Staff

• Manage complex calendars, scheduling meetings, coordinating logistics, and ensuring preparedness for all engagements

• Serve as a strategic gatekeeper—prioritizing communications, managing information flow, and protecting leadership’s time

• Coordinate and prepare meeting materials, agendas, presentations, and briefing documents

• Organize and manage conference rooms, technology setup, and meeting logistics (both onsite and offsite)

• Represent the department in public-facing environments, including community events and council meetings

• Act as liaison between the Fire Department, internal departments, external partners, and the public

• Screen and manage incoming calls, emails, and correspondence; respond or redirect as appropriate

• Support payroll/timekeeping processes, ensuring accuracy and timely submission

• Assist with event planning and execution, including public engagement initiatives

• Coordinate travel arrangements, conference registrations, and related documentation

• Maintain records, files, and confidential documents in compliance with retention standards

• Assist with budget tracking, purchasing, and inventory of office supplies

• Utilize Microsoft 365 and other technologies to streamline workflows and improve efficiency

• Support emergency operations as assigned

• High School Diploma or GED required (Associate’s or Bachelor’s degree preferred)
• Minimum of 3 years of experience providing executive-level administrative support

• Strong executive presence with the ability to operate confidently in highly visible, public-facing settings

• Exceptional organizational skills and attention to detail

• Proactive, “go-getter” mindset with the ability to anticipate needs and solve problems before they arise

• Excellent verbal and written communication skills; ability to manage high volumes of information effectively

• High level of discretion and ability to handle confidential information

• Strong technical aptitude with proficiency in Microsoft Office Suite and comfort learning new systems

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This job is In-Person.

We offer several comprehensive benefits package including health and life insurance, paid and unpaid time off, and retirement and savings plans to qualifying employees.

Download the Sparks Group mobile app from Apple App Store or Google Play.

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Sparks Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, pregnancy, citizenship, family status, genetic information, disability, or protect veteran status.