Executive Assistant

Description

Being part of Air Canada means belonging to a Canadian icon—Air Canada, recently named Best Airline in North America. Launch your career by joining our innovative and diverse team at the forefront of passenger air transport.

The Executive Assistant provides proactive, highly confidential executive support to the Vice President, Digital Products. This role is responsible for managing the VP's operational rhythm—calendar, priorities, communications, travel, meetings and administrative processes—with a high degree of judgment, discretion and professionalism.

The ideal candidate is highly organized, comfortable with digital tools, calm under pressure and able to anticipate needs, manage ambiguity and build strong relationships with senior leadership, cross-functional teams and external partners. The person should be comfortable in a dynamic, fast-paced digital products environment and open to using AI and emerging tools to enhance productivity, coordination and ways of working.

Responsibilities

• Manage a complex calendar for the VP, proactively optimizing time based on business priorities, executive commitments, decision-making forums and urgent operational needs.
• Triage incoming emails, requests and priorities with sound judgment, escalating urgent or sensitive issues and ensuring timely follow-up.
• Support the VP's operational cadence, including leadership team meetings, business reviews, product reviews, steering committees, off-site meetings and tracking key actions.
• Organize end-to-end meetings: planning, agendas, logistics, room/technology setup, preparation of materials, note-taking and action follow-up.
• Build and maintain trusted working relationships with executive offices, senior leaders, executive assistants, leadership teams, external partners and cross-functional stakeholders.
• Represent the VP's office with professionalism, discretion, responsiveness and a strong service orientation.
• Support a digital products organization operating across commercial, customer, airport, operational and technology domains, with curiosity and ease in a customer-focused technology environment.
• Prepare, format and refine presentations, briefing documents, agendas, reports and meeting packs for senior leadership.
• Use Microsoft 365, collaboration platforms, AI-enabled tools and other digital solutions to improve administrative workflows, coordination and team efficiency.
• Coordinate travel: flights, hotels, ground transport, meals, itineraries and related logistics.
• Prepare and manage expense reports, invoices, purchase orders and other administrative processes accurately and promptly.
• Support budget administration activities, including invoice tracking, expense reporting, accruals and coordination with Finance as needed.
• Maintain records, files, contact lists, distribution lists and shared information repositories up to date and accurate.
• Handle confidential, sensitive and critical information with discretion, maturity and judgment.
• Proactively follow up with team members and stakeholders to ensure commitments, deliverables and actions are completed on time.
• Support special projects, team events, off-sites, communications, onboarding activities and ad hoc initiatives to improve the VP's office and leadership team effectiveness.
• Administer telecommunications services and related support, including coordination with vendors, IT, mobile device requests and invoice tracking.
• Perform other duties as assigned.

Qualifications

• College or university diploma, or equivalent combination of education and experience.
• More than 5 years of administrative or executive support experience to senior leaders, ideally in a large, complex, matrixed organization.
• Proven ability to manage a senior executive's calendar, priorities, communications and confidential information with discretion and judgment.
• Strong business acumen and ability to understand executive priorities, organizational dynamics and stakeholder sensitivities.
• Excellent organizational skills, strong attention to detail and ability to manage multiple priorities under tight deadlines.
• Excellent interpersonal skills, with a collaborative, customer-focused and solution-oriented approach.
• Exceptional written and verbal communication skills, including the ability to draft clear, professional correspondence and prepare materials for senior leadership.
• Advanced proficiency in Microsoft 365: Outlook, PowerPoint, Excel, Word, Teams, SharePoint and collaboration tools.
• Digital fluency, curiosity and comfort adopting AI, automation and modern productivity tools.
• Ability to thrive in a dynamic, collaborative, fast-paced team environment with changing priorities, varied work styles and a strong action orientation.
• Ability to work independently, show initiative, solve problems and remain calm in a fast-paced, demanding environment.
• High degree of diplomacy, discretion, professional maturity and judgment.
• Bilingualism in English and French is an asset.
• Flexibility and availability to occasionally work extended hours.
• Occasional travel may be required.

Employment conditions

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

Language requirements

Where qualifications are equal, preference will be given to bilingual candidates.

Diversity and inclusion

Air Canada is firmly 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 employer that ensures equal access to employment, we encourage the most diverse applications to build a workforce that is representative of our customers and the communities where we live and operate.

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