Administrative Assistant

Belonging to Air Canada is belonging to a Canadian icon, 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.

Reporting to the Managing Director - Operations and Transformation - Air Canada Cargo, the administrative assistant will provide support to her and her teams. The ideal person demonstrates a strong team spirit, applies very rigorous work standards, possesses basic project management skills, is able to multitask and has exceptional interpersonal skills.

Responsibilities:

• Provide guidance and administrative support.
• Ensure the efficient monitoring of the progress of procedures and processes.
• Directly handle confidential matters, including correspondence, telephone inquiries, etc.
• Manage all internal and external correspondence and respond, as needed, in an appropriate manner.
• Coordinate on-site and off-site meetings: book conference rooms, prepare notices of meeting, book flights and accommodation, etc.
• Prepare, coordinate and distribute meeting materials, such as agendas, reports, etc.
• Manage the calendar (Outlook) on a daily basis and proactively modify the schedule based on priorities.
• Prepare PowerPoint presentations, spreadsheets, charts and reports as needed.
• Create and maintain contact lists and spreadsheets.
• Prepare expense reports.
• Manage annual leave and group attendance as needed.
• Monitor department budget and provide updates on it.
• Keep records accurately up to date and file them.
• Contribute to special projects as needed.
• Proactively follow up with team members to ensure all deliverables are completed in real time.
• Perform other assigned duties.

Qualifications

• At least a high school diploma or equivalent, and at least five years of experience in administrative support to senior executives.
• In-depth knowledge and mastery of computer tools, including Word, Excel and PowerPoint.
• Excellent organizational sense: planning, prioritization and management using systems.
• Excellent communication skills
• Excellent interpersonal skills: problem solving, customer focus and accessibility.
• Strong sense of diplomacy, discretion, professional maturity and discernment.
• Ability to perform multiple tasks without ever neglecting quality.
• Demonstrated client orientation 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 airline industry, an asset.
• Graphic design experience, an asset.
• Flexibility and willingness to work overtime on occasion.
• Some occasional travel may be necessary.
• Work flexibility arrangements available.
• Demonstrate punctuality and reliability to support the overall success of the team 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 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 being equal, preference will be given to bilingual candidates.

Diversity and Inclusion

Air Canada is resolutely 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 business.

As an equal opportunity employer, we encourage diverse applications in order to have 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.