Administrative Assistant

Belonging to Air Canada is to belong to a Canadian symbol, Air Canada recently voted best airline in North America. Take your career to new heights by joining our innovative and diverse team at the forefront of passenger air transport.

Provide administrative support to the General Manager - Planning, Supply Chain and Logistics at Air Canada. The ideal candidate demonstrates a strong team spirit, applies very rigorous work standards, possesses intermediate project management skills, is able to multitask and has exceptional interpersonal skills.

Responsibilities:

• Provide guidance and administrative support to directors.
• Ensure the smooth running of procedures and processes, and take the initiative to review and analyze the status quo and recommend improvements and changes to be made.
• Handle confidential matters directly, such as correspondence, telephone inquiries, etc.
• Manage all correspondence, internal and external, and respond as needed in an appropriate manner.
• Coordinate on-site and off-site meetings, i.e., book conference rooms, prepare meeting notices, book flights and accommodation, etc.
• Prepare, coordinate, and distribute meeting documents, such as agendas, reports, etc.
• Manage the daily schedule (Outlook) and proactively modify the schedule based on priorities.
• Prepare PowerPoint presentations, spreadsheets, charts, and reports as needed.
• Create and maintain contact lists and spreadsheets.
• Complete expense reports.
• Manage annual leave and group attendance as needed.
• Ensure monitoring of the department budget and provide related updates.
• Keep records accurate and up-to-date, and file them.
• Contribute to special projects as needed.
• Ensure proactive follow-up with team members to ensure all deliverables are completed on time.
• Perform other duties as required.

Qualifications

• Diploma in administration or communications, experience in managing multiple projects, and at least five years of experience supporting senior executives
• Strong skills and very good computer knowledge (e.g., Word, Excel, Sharepoint, PowerPoint)
• Strong sense of organization: planning, prioritization, and system-based management
• Excellent communication skills
• Excellent interpersonal skills: problem-solving, customer focus, approachability
• Strong sense of diplomacy, discretion, professional maturity, and judgment
• Ability to multitask without sacrificing quality
• Demonstrated customer focus and ability to work with clients at various levels
• Ability to work well under pressure while keeping a cool head and meeting deadlines with minimal supervision
• Knowledge of the air transport industry an asset
• Experience in graphic design an asset
• Flexibility and availability to work overtime on occasion
• Some occasional travel required

Employment Conditions:

Candidates must be eligible to work in the country concerned at the time an offer of employment is presented and are responsible for obtaining work permits, visas, or other necessary authorizations. Proof of eligibility must be provided before the start date.

Language Requirements

Equal skills permitting, preference will be given to bilingual candidates.

Diversity and Inclusion

Air Canada is strongly committed to diversity and inclusion and aims to create a healthy, accessible, and rewarding workplace that highlights the unique contribution of our employees to the success of our company.

As an equal opportunity employer, we encourage diverse applications so that we can have a workforce that is varied and representative of our customers and the communities where we live and offer our services.

Air Canada thanks all candidates for their interest, but only those selected for an interview will be contacted.