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Added 12 mins ago
Project Coordinator
Affinity
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Contract
Proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, Teams, and SharePoint. Experience with project scheduling, portfolio management, or collaboration tools is…
Added 29 mins ago
Administrative Assistant
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Practical experience with Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, Teams and SharePoint
Added 29 mins ago
Caseworker [Youth Housing] Permanent, Full-Time - #2026080
John Howard Society Of Saskatchewan
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Full-time
Computer skills with emphasis on Microsoft 365 (SharePoint, Outlook, Word, Excel, etc.)
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Intermediate to proficient skills in Adobe Pro, SharePoint, and Microsoft
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Government of Alberta
AB
Added 1 hour ago
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Edmonton, AB
SharePoint and/or Egnyte (document storage and management)
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Senior Project Coordinator, Ancillary Partnerships and Business Development (*1-Year Contract*)
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Toronto, ON
Other
Manage, Maintain and organize documentation in SharePoint including contracts, plans, property lists, reports etc.
Added 2 hours ago
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Added 2 hours ago
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Knowledge of collaboration tools: ACC, SharePoint, ProjectWise
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Graduate BIM Designer (Available 2027)
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Knowledge of collaboration tools: ACC, SharePoint, ProjectWise
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IT/IM Manager
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Ottawa, ON
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Experience with SharePoint and IT service management environments
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Child and Family Therapist
Hands TheFamilyHelpNetwork.ca
Parry Sound, ON · Sundridge, ON
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Proficient software skills using the Microsoft Office suite (Word, Excel, PowerPoint, Teams, SharePoint, and Outlook).
Added 2 hours ago
Environmental Data & Digital Integration Specialist
AECOM
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$74,000 to $105,000 CAD / year
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Experience with at least two complementary platforms or capabilities, such as ArcGIS, Power BI, Power Automate, SharePoint, SQL, APIs, digital field applications or relational databases.
Added 3 hours ago
Senior Communications Officer - Foundation
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Added 3 hours ago
Communication in Healthcare Instructor
ILSC Education Group
Toronto, ON
…technologies, including Microsoft Office applications (Outlook, Teams, SharePoint, and Excel) and Learning Management Systems such as…
Added 3 hours ago
Administrative Coordinator
Brock University
St. Catharines, ON · Main Campus (Employees)
Full-time
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Added 3 hours ago
JR./INTERMEDIATE PROJECT MANAGER AND A SENIOR PROJECT MANAGER
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Full-time
Added 3 hours ago
SharePoint Online / Microsoft Dynamics 365, Computer Application Support
Procom
Ottawa, ON
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Senior Computer Application Support Consultant - SharePoint Online / Microsoft Dynamics 365
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IT Service Management & Analytics Specialist
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Proficiency in SharePoint for document management and collaboration.
Added 4 hours ago
Cost Specialist
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Halifax, NS
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Shared maintenance of a project SharePoint site to manage critical project documentation and workflow processes.
Added 4 hours ago
Réceptionniste – Services corporatifs/ Corporate Receptionist
Ricoh
Montreal, QC
Full-time
Documenter les procédures de la réception ainsi que les maintenir et les mettre à jour sur le site SharePoint.
Added 5 hours ago
Human Factors Engineering Specialist
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Ottawa, ON
Full-time
Familiarity with Dynamic Object-Oriented Requirements System (DOORS), SharePoint, Windchill, Jira, Cameo, Visio
Added 6 hours ago
Business Systems Analyst III
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Full-time
Understanding of IBM Mainframe, JIRA, Confluence and SharePoint will be needed.

Closed listing

Calgary Firefighters Association, IAFF Local 255

Administrative Assistant

Calgary, AB, Canada

Job type: Full-time
Closing date: Oct 24, 2026
Experience: Minimum 3 years’ administrative or office experience (required)
Posting language: English
Posted: Sep 24, 2026

This opening has closed.

The original listing is kept below for reference.

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Original job description

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.

About employer

More about this job

Responsibilities

Coordinate daily office operations, including calendars, records, meetings, inventory, reception, and incoming communications. Support events, executive travel and shift coverage, organizational data management, member communications, errands, and special projects.

Requirements

At least three years of administrative or office experience is required; post-secondary education in administration or a related discipline is preferred, and union or nonprofit experience is an asset. Candidates should have strong Microsoft Office skills, excellent communication and organizational abilities, sound judgment with confidential matters, adaptability, and a valid driver’s license, reliable insured vehicle, and willingness to use it for work.

Skills

Administrative Coordination
Office Operations
Calendar Management
Records Management
Reception
Event Support
Data Management
Microsoft Office
SharePoint
Communication
Organization
Time Management
Confidentiality
Adaptability
Teamwork
Travel Coordination

Benefits

Competitive Benefits
Professional Development Opportunities
Advancement Opportunities

Visa sponsorship

Not detected in the job text

Keywords

Microsoft Office
Outlook
Teams
Word
PowerPoint
Excel
SharePoint
Union Impact
IAFF Membership Roster
Monday.com
Administrative Coordination
Office Operations
Calendar Management
Records Management
Reception
Event Support
Memorial Support
Inventory Management
Executive Travel Coordination
Shift Substitution Coordination
Member Communications
Confidentiality
Stakeholder Service
Nonprofit
Public Safety
Driving

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