Executive Operations Assistant

Calgary Firefighters Association, IAFF Local 255; Calgary; On-site; CAD 55,000 - 75,000; Full time

Job summary

A leading organization representing Calgary Firefighters is seeking an Executive Operations Assistant to support the executive board. This role involves managing administrative, operational, and strategic tasks vital for smooth office functioning. Candidates should have significant experience in executive assistance and demonstrate strong problem-solving, communication, and organizational skills.

Benefits

Competitive benefits

Opportunities for professional development

Qualifications

• 5 years of experience in administrative support or executive assistance roles.
• Preferably in union or non-profit environments.
• Ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Provide executive board support and member communications.
• Contribute to government relations and project management.
• Assist with policy and procedure support.

Skills

Organizational skills

Communication

Problem-solving

Project coordination

Interpersonal skills

Education

Post-secondary education in Business Administration or related field

Tools

Microsoft Office Suite

Monday.com

Mailchimp

DocuSign

Job description

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Join to apply for the Executive Operations Assistant role at Calgary Firefighters Association, IAFF Local 255

Job Title : Executive Operations Assistant

Position Type : Fixed Contract, up to 1 year with possibility of extension

Hours of Work : 40-hour work week with occasional overtime required

Report 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 Fire Fighters, 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 :

The Executive Operations Assistant is a dynamic, hands-on role that requires managing a wide range of administrative, operational, and strategic tasks to support the executive and leadership team. This role is pivotal in ensuring the seamless execution of various projects and initiatives, providing both executive support and leadership in various office functions. The position requires a proactive, detail-oriented individual who is capable of handling multiple responsibilities across different portfolios while working closely with the Executive Board.

The successful candidate will be a detail-oriented, highly organized professional who thrives in a fast-paced environment and can manage a wide variety of responsibilities. This role is integral to the smooth functioning of the office and requires strong self-motivation, time management, adaptability, and the ability to work effectively with both internal and external stakeholders.

This role is key to the smooth functioning of the Calgary Firefighters Association, providing vital executive-level support and ensuring that both the internal operations and both internal and public communications are handled effectively and professionally.

Key Responsibilities :

• Executive Board Support
• Public and Member Communications Support
• Government Relations Strategy & Support
• Project Management
• Policy & Procedure Support

Skills and Qualifications :

• A minimum of five (5) years of progressive experience in administrative support, office management, or executive assistance roles is required. Experience in union or non-profit environments is a strong asset.
• Post-secondary education in Business Administration, Office Administration or a related field is preferred.
• Advanced organizational and project coordination skills, with demonstrated success overseeing multiple tasks, initiatives, and deadlines in a fast-paced environment.
• Highly adaptable and responsive to shifting priorities, while maintaining strong attention to detail, efficiency, and a solutions-oriented approach.
• Strategic problem-solving skills with a proactive mindset; ability to identify operational challenges and implement effective, independent solutions.
• High degree of initiative, self-motivation, and a strong commitment to teamwork and organizational goals.
• Excellent written and verbal communication skills, with the ability to prepare polished correspondence, reports, and presentations for internal and external audiences.
• Strong interpersonal skills and the ability to build trusted relationships with a wide range of stakeholders, including union leadership, members, external partners, and vendors.
• Technologically proficient and comfortable working across multiple platforms and systems (e.g., Microsoft Office Suite, Monday.com, Mailchimp, Loomly, DocuSign, Union Impact, Shopify, etc.); ability to troubleshoot and coordinate IT support as needed.
• Demonstrated discretion and professionalism in handling confidential and sensitive information.
• The position of Executive Operations Assistant requires you to drive your personal vehicle on 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 Vice President portfolio leads and Administrative Assistant to ensure smooth operations and strategic alignment.
• This position is based in Calgary but may require occasional travel for events and meetings.
• Regular Business hours are Monday through Friday from 8 : 00 AM to 4 : 00 PM. However, there may be some flexibility possible depending on scheduling and operational dynamics.
• We offer competitive benefits and opportunities for professional development and advancement after probationary period is complete.

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.

Seniority level

Seniority level

Mid-Senior level

Employment type

Employment type

Contract

Job function

Job function

Management and Manufacturing

Public Safety

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