Operations Administrative Assistant | MB

Operations Administrative Assistant – Canadian Interagency Forest Fire Centre Inc. (CIFFC) – Winnipeg, Manitoba (Permanent)

Location: Winnipeg, MB

Term: 5-Year

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. Fire Smart 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.

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 IC S Canada e-commerce inquiries and organize bulk licensing, coordinating with the Executive Assistant for invoicing.

• 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…