Archived listing. The details below describe a past opening.
Job Title: Administrative Assistant
Position Type: Full-time, Fixed-Term Contract (up to 1 year, with possibility of extension)
Hours of Work: 40 hours/week, with occasional overtime
Reports To: Manager, Executive Operations and Strategy & Principal Officers
About Us
The Calgary Firefighters Association is affiliated as Local 255 of the International Association of Fire Fighters (IAFF), representing more than 1,600 Calgary Firefighters. Local 255 is the third-largest IAFF Local in Canada and is comprised of Firefighters, Apparatus Technicians, and Maintenance Staff.
Our Executive Board is comprised of 3 Principal Officers and 5 Vice Presidents, all of which are elected positions (2-year terms). In addition to their role with Local 255, Board Members are also active Calgary Firefighters.
Our mission is to improve the lives of our members and their families. We are guided by five core pillars that shape our work: Wages, Health & Safety, Working Conditions, Retirement Security, and Benefits.
Position Summary
We are seeking a highly organized, detail-oriented, and adaptable Administrative Assistant to support the day-to-day operations of our busy, purpose-driven office. This role combines administrative coordination, reception duties, and support for general office operations in a fast-paced, team-based environment.
Reporting to the Manager, Executive Operations and Strategy, and working closely with the Executive Operations Assistant and the Executive Board, the successful candidate will manage a wide range of responsibilities across multiple portfolios.
This position requires excellent time management, strong communication skills, and a high level of self-motivation. The ideal candidate will be tech-savvy, comfortable with shifting priorities, and committed to providing exceptional support to both internal and external stakeholders. We’re looking for someone with initiative and a can-do attitude; no task is too small, and there’s always something to do! We value those who step up, pitch in, and offer help without being asked.
This role is essential to the smooth and professional functioning of the Calgary Firefighters Association, ensuring that operational tasks are executed efficiently and that our members and affiliates receive responsive, high-quality service.
Key Responsibilities
- Administrative & Office Operations: Coordinate daily office operations, including but not limited to calendar and records management, meeting preparation, catering, merchandise sales, inventory, and general upkeep of office supplies.
- Event & Memorial Support: Support events and memorials as needed.
- Reception Lead: Act as the primary point of contact for the office, managing incoming communications and ensuring timely responses.
- Records & Data Management: Maintain organizational data using platforms like SharePoint and member databases (Union Impact, IAFF Membership Roster).
- Executive Shift Coverage: Coordinate Executive Board shift substitutions as needed.
- Executive Travel Coordination: Coordinate Executive Board travel as needed.
- Communications Support: Support member and public communications as needed.
- Errands & Off-Site Support: Run errands and provide occasional off-site support on behalf of Principal Officers.
- General Support & Special Projects: Assist with other duties or projects as needed.
Qualifications & Experience
- Minimum 3 years’ administrative or office experience (required)
- Post-secondary education in Administration or related discipline (preferred)
- Experience in union or non-profit environments (an asset)
- Proficient in Microsoft Office (Outlook, Teams, Word, PowerPoint; Excel and SharePoint preferred)
- Comfortable learning new platforms (e.g., Union Impact, IAFF databases, Monday.com)
- Superior judgment in handling sensitive and highly confidential issues, displaying tact and good judgment in resolving problems and answering inquiries.
- Excellent communication and interpersonal skills
- Strong organizational skills with the ability to manage multiple priorities
- Quick to adapt to changing priorities, maintaining efficiency and a positive attitude in a dynamic work environment
- Professional and proactive attitude.
- High degree of initiative, self-motivation, and a strong commitment to teamwork and organizational goals
- The position of Administrative Assistant requires you to drive your personal vehicle for related business. You must possess a valid driver’s license and own a reliable vehicle with adequate insurance.
Reporting Structure
- Reports directly to the Manager, Executive Operations and Strategy and Principal Officers.
- Works closely with the Executive Operations Assistant to ensure smooth operations and strategic alignment.
Work Environment
- This in-person position is located in Calgary
- Hours of work are Monday through Friday from 0800h - 1600h
- We offer competitive benefits and opportunities for professional development and advancement
To apply: Please submit your resume and a brief cover letter outlining your interest and qualifications for the role.
We understand that the use of AI tools in creating resumes and cover letters is becoming more common. However, we strongly encourage applicants to write their cover letter in their own words. Submissions that are personally written versus AI-generated will be considered an asset as it provides us with the opportunity to get to know you, your voice, your experiences, and your motivations to be a part of our organization.
