Operations Administrative Assistant

Job Description

About CIFFC
The Canadian Interagency Forest Fire Centre (CIFFC) supports wildfire management agencies across Canada by coordinating resource sharing, strengthening national collaboration, and advancing programs and standards that improve Canada's collective wildfire response and resilience. FireSmart Canada, a program under CIFFC, empowers communities and individuals to take proactive steps to reduce wildfire risk through education, resources, and best practices for prevention and mitigation.

The Opportunity
Reporting to the Aviation Specialist, the Operations Administrative Assistant is responsible for providing administrative, clerical and technical support to the CIFFC Operations team and associated clients. The Administrative Assistant performs a variety of administrative support services ranging from routine to complex in order to facilitate the efficient, effective, and professional operation of the CIFFC Coordination Centre and the organization. Due to the diverse coordination responsibilities of CIFFC, the Administrative Assistant will be required to work some weekends and extended hours with limited notice during periods of escalated wildland fire activity, and some travel will be required.

Key Responsibilities
Administrative and Clerical Support
Provide general administrative and clerical support to the Operations division.
Create and format a variety of operations and training documents using Microsoft Office (Word, PowerPoint, Excel, Publisher, etc.).
Review and verify invoices related to the Coordination Centre.
Maintain an efficient filing system for Coordination Centre documents and files.
Take notes at meetings (both in-person and conference/video-conference calls) and produce meeting minutes.
Serve as the receptionist for CIFFC, answering, prioritizing and directing calls.
Perform other duties as assigned.
Coordination Centre Data Management and Reporting
Provide administrative and technical support to the Coordination Centre under the supervision of the Duty Officer.
Assist with conducting research, preparing reports, and maintaining records.
Ensure the Duty Officer has all pertinent current information on the fire situation across Canada.
Assist in the collection and dissemination of wildland fire management information.
Review compiled data to ensure accuracy and completeness of information on national wildland fire situation.
Ensure the receipt of member agencies' daily situation reports, verifying for accuracy.
Compile the daily draft situation report and present to the Duty Officer for approval prior to distribution.
Update daily statistical spreadsheets and graphs for the Coordination Centre and the CIFFC website.
Compile annual reports from daily and seasonal statistical data.
Prepare a weekly summary of National Duty Officer conference calls.
Take notes at CMAC meetings and prepare minutes.
Update and maintain various data and spreadsheet files daily and seasonally.
Technical Support
Assist with maintenance of CIFFC's website by posting documents, creating new pages, checking for dead links, and maintaining general website content.
Manage client requests for member access to the CIFFC website and other CIFFC managed applications.
Provide initial troubleshooting to clients relative to CIFFC Coordination Centre managed applications and websites.
Assist with developing and testing new applications, identifying bugs, and tracking and documenting results.
Assist with training clients and staff on new applications and programs related to Operations.
Respond to ICS Canada e-commerce inquiries and organize bulk licensing, coordinating with the Executive Assistant for invoicing.

Qualifications
Training/education as an Administrative Assistant or Office Administrator, or an equivalent combination of education and experience.
Minimum one (1) year of relevant office Administrative Assistant experience.
Demonstrated proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Publisher, Outlook).
Excellent organizational and communication skills.
Experience editing and formatting documents with a high degree of accuracy and attention to detail
Ability to effectively communicate (verbally and written) in Canada's two official languages (English and French) is considered an asset.
Experience performing receptionist duties including answering phones, responding to inquiries and receiving couriers and visitors an asset.
Experience taking meeting notes and preparing minutes accurately and efficiently an asset.
Experience managing website content and developing/testing web/mobile applications an asset.
Demonstrated ability to effectively manage multiple priorities and meet deadlines.
Strong commitment to maintaining confidentiality when dealing with sensitive information.

Key Competencies
Integrity & Trust - Honest, reliable, follows through.
Client Focus - Understands and meets client needs, listens actively, builds trust and respect, and treats colleagues as internal clients.
Problem Solving - Analyzes complex issues, separates facts from opinions, evaluates risks, identifies root causes, and generates practical solutions.
Quality of Work - Pays attention to detail, ensures accuracy, delivers high-quality outcomes, and takes ownership of errors.
Adaptability - Adapts readily to change, remains open to differing perspectives, and adjusts behaviours and approaches as needed.
Inspiring Others – Motivates and empowers others, fosters optimism, demonstrates empathy, and earns respect through supportive leadership.
Building Effective Teams - Promotes collaboration, accountability, inclusivity, strong morale, and shared success while addressing challenges that affect team performance.
Drive for Results - Committed to achieving objectives, overcomes obstacles, sets challenging goals, and follows through on commitments.
Planning & Organizing - Establishes priorities, sets clear goals, coordinates work effectively, and ensures alignment with organizational objectives.
Timliness/Priority Management - Sets clear priorities, focuses on high-value work, manages multiple tasks efficiently, meets deadlines, and maximizes productivity.
Emotional Intelligence - Maintains composure under pressure, demonstrates empathy, inspires optimism, and responds effectively to others.

To apply, combine your cover letter and resume into a single PDF. Submit your application at:
For further information about this career opportunity, please feel free to contact Janelle Robin