Job Description

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

Salary:

$70,000-$80,000 per year, commensurate with experience

Location:

Calgary

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.

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 Member Services/Engagement Support Communications Support Event Management Project Management Policy & Procedure Support Office & Building Maintenance/Vendor Liaison Merchandise/Shopify Support

Skills and Qualifications:

Exemplary Time Management Skills:

Ability to multi-task, prioritize, and shift focus in a fast-paced environment while maintaining accuracy and attention to detail. Strong project management skills, with the ability to oversee multiple tasks and initiatives simultaneously.

Adaptability:

Quick to adapt to changing priorities, maintaining efficiency and a positive attitude in a dynamic work environment.

Problem Solving:

Strong ability to identify issues and implement effective solutions to ensure smooth operations.

Teamwork:

High degree of initiative, self-motivation, and a strong commitment to teamwork and organizational goals.

Communication:

Excellent interpersonal and communication skills, both written and verbal. Ability to build professional relationships with internal and external stakeholders.

Tech-Savvy:

Comfortable using multiple software platforms and systems (e.g., Microsoft Office Suite, Mailchimp, Monday.com, Shopify, Loomly, etc.). Proficient with office software and capable of learning new programs as needed. Tech-savvy, with the ability to troubleshoot and coordinate IT-related support.

Experience:

5+ years of experience in administrative support, office management, or executive assistance roles. Non-profit or union experience is an asset.

Confidentiality:

Ability to handle confidential and sensitive information with discretion.

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 other portfolio leads, including the Vice Presidents, to ensure smooth operations and strategic alignment.

Work Environment:

This position is based in Calgary but may require occasional travel for events and meetings. We offer competitive benefits and opportunities for professional development and advancement.
Job Types: Full-time, Fixed term contract
Contract length: 12 months

Pay: $70,000.00-$80,000.00 per year

Additional pay:

Overtime pay
Benefits:

Dental care Extended health care Mileage reimbursement On-site parking Paid time off RRSP match
Schedule:

Monday to Friday Overtime
Application question(s):

Do you possess a valid driver's license and own a reliable vehicle with adequate insurance?
Work Location: In person

Application deadline: 2025-03-03
Expected start date: 2025-04-01