Executive Assistant, Engineering

Job Description

You have experience in administrative support and want to grow and develop new skills? This position is for you! The A220 commercial aircraft program is looking for an Executive Assistant to join our Engineering team based in Mirabel (Quebec, Canada).

Responsibilities

• Manage the Engineering Director's emails to ensure timely responses to requests from internal stakeholders and external suppliers; propose responses and/or reply autonomously when appropriate.
• Follow up on actions assigned to the direct team.
• Organize the calendar, making necessary changes according to daily priorities.
• Respond to information requests, schedule meetings, prepare necessary documentation and ensure subsequent follow-up actions.
• Maintain the team's governance calendar and ensure all deadlines related to group governance are met.
• Maintain and manage effective budget tracking for the team and validate expense reports.
• Prepare PR forms and PO requests for the department and subcontractors.
• Follow up with accounts payable/suppliers for outstanding payments.
• Participate in drafting memos, proofreading and translating various documents.
• Prepare travel itineraries and make necessary reservations.
• Maintain contacts with various direct reports, as well as with senior management in Canada and Europe.
• Handle expense accounting using appropriate tools, including coordinating expense reimbursements with our service providers.
• Create all IT and access requests for new hires: access, badges, IT equipment, etc.
• Manage and organize onboarding sessions for new hires.
• Manage and order office supplies.
• Provide administrative support to the management team, including meeting organization, catering orders, room bookings, etc.
• Provide administrative and on-site support for external supplier visits.
• Organize and oversee events for the Engineering function.
• Coordinate communications for the Engineering community.
• Perform any other duties relevant to the role.

Requirements

• Minimum of 5 years of relevant experience directly related to administrative support.
• Strong knowledge of office tools (Google Suite, SAP).
• Excellent communication skills in French and English (written and spoken).
• Ability to plan, organize and prioritize, take initiative, exercise good judgment, anticipate needs and requirements, and work under time/pressure constraints.
• Discretion, teamwork skills, client orientation, attention to detail, and the ability to work within a versatile, multicultural team.