Administrative Assistant

Belonging to Air Canada means belonging to a Canadian icon, recently named Best Airline in North America. Let your career take flight by joining our innovative and diverse team at the forefront of passenger air transportation.

Provide administrative support to the team. The ideal candidate is a team player with great attention to detail, basic project management skills, the ability to manage multiple priorities simultaneously, and excellent interpersonal skills.

Responsibilities:

• Provide comprehensive administrative support to the brand management team, including managing correspondence, preparing expense reports, drafting meeting minutes, letters, and communications, managing department mail, office supplies, IMAC requests, tracking team vacation schedules, document filing, electronic courier shipping processing, and logistical support for travel and meetings.
• Coordinate and organize local and remote meetings and events, including booking conference rooms, sending meeting invitations, and organizing travel and accommodation as needed.
• Manage complex calendars for the Senior Director and Directors, proactively establishing priorities and adjusting schedules based on changing business needs and priorities.
• Prepare and format presentations, reports, spreadsheets, dashboards, charts, and other business documents to support department activities and management requests.
• Process and reconcile expense reports accurately and within required timeframes, while ensuring compliance with company policies and procedures.
• Maintain organized and accurate electronic and paper document management and filing systems.
• Administer and follow up on purchase orders, ensuring timely processing and coordination with relevant stakeholders.
• Support special projects, initiatives, and department activities as needed by providing administrative and coordination support.
• Perform any other related duties and responsibilities assigned by management.

Qualifications

• High school diploma or equivalent, combined with more than three (3) years of administrative support experience working with senior executives.
• Solid knowledge of computer tools and proficiency in Microsoft Word, Excel, and PowerPoint.
• Excellent organizational skills, particularly in planning, priority setting, and process management.
• Excellent communication skills.
• Strong interpersonal skills, including problem-solving, customer focus, and a collaborative approach.
• Very high level of diplomacy, discretion, professional maturity, and judgment.
• Ability to multitask without compromising work quality.
• Strong customer service orientation and ability to work with stakeholders at various levels.
• Ability to work effectively under pressure, meet tight deadlines, and perform duties with minimal supervision.
• Knowledge of the airline industry is an asset.
• Graphic design experience is an asset.
• Flexibility and availability to work extended hours occasionally.
• Some occasional travel may be required.
• Proven punctuality and reliability to foster the team's overall success in a fast-paced environment.

Employment Conditions:

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

Language Requirements

Candidates must demonstrate professional proficiency in French and English.

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 our company's success.

As an equal opportunity employer, we encourage diverse applications to build a workforce that is varied and representative of our customers and the communities where we live and serve.

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