Administrative Assistant

Air Canada; Dorval; On-site; CAD 45,000 - 60,000; Full time

Job summary

Air Canada in Dorval, QC is seeking an Administrative Support professional to assist the Brand leadership team, manage correspondence, expense reports, minutes, letters, filing and travel arrangements.

The ideal candidate holds a high-school diploma with 3+ years supporting upper management, demonstrates strong Word/Excel/PowerPoint skills, exceptional organization, communication, diplomacy and the ability to multitask under pressure; bilingual French and English is required.

Qualifications

• Minimum of a high-school diploma or equivalent.
• 3+ years’ experience providing administrative support in upper-management capacity.
• Proficient with Word, Excel and PowerPoint.
• Strong organizational and communication skills; diplomacy and discretion.

Responsibilities

• Provide comprehensive administrative support to Brand leadership team (correspondence, minutes, letters, filing, travel).
• Coordinate and organize meetings and travel logistics; manage rooms and invitations.
• Manage complex calendars for senior leaders; adjust schedules as needed.
• Prepare and format presentations, reports, dashboards, and other documents.
• Process and reconcile expense reports; ensure policy compliance.
• Maintain organized records, both electronic and physical.
• Administer Purchase Orders; liaise with stakeholders.
• Support special projects and ad hoc departmental activities.
• Perform other related duties as assigned.

Skills

Communication skills

Interpersonal skills

Multitasking

Organization

Diplomacy

Education

High school diploma or equivalent

Tools

Word

Excel

PowerPoint

Job description

Being part of Air Canada is to become part of an iconic Canadian symbol, recently ranked the best Airline in North America. Let your career take flight by joining our diverse and vibrant team at the leading edge of passenger aviation.

Provide Administrative Support to the team. The ideal candidate will be a team player with meticulous work standards, possess basic project management skills, be able to multitask and have exemplary interpersonal skills.

Responsibilities

• Provide comprehensive administrative support to the Brand leadership team, including managing correspondence, preparing expense reports, taking meeting minutes, drafting letters and communications, handling departmental mail, maintaining office supplies, coordinating IMAC requests, tracking team vacation schedules, managing document filing, processing courier packages electronically, and supporting travel and meeting logistics.
• Coordinate and organize meetings and events, both locally and at remote locations, including scheduling conference rooms, issuing meeting invitations, and arranging travel and accommodation as required.
• Manage complex calendars for the Senior Director and Directors, proactively prioritizing and adjusting schedules to align with changing business needs and priorities.
• Prepare and format presentations, reports, spreadsheets, dashboards, graphs, and other business documentation to support departmental activities and leadership requests.
• Process and reconcile expense reports in a timely and accurate manner, ensuring compliance with company policies and procedures.
• Maintain organized and accurate records management and filing systems, both electronic and physical.
• Administer and track Purchase Orders, ensuring timely processing and coordination with relevant stakeholders.
• Support special projects, initiatives, and departmental activities on an ad hoc basis, providing administrative and coordination assistance as required.
• Perform other related duties and responsibilities as assigned.

Qualifications

• Minimum of a high-school diploma or equivalent with 3+ years’ experience in providing administrative support in an upper-management capacity.
• Sound knowledge and proficiency of computer skills, including Word, Excel and Power Point.
• Excellent organizational skills: planning, priority setting and managing through systems.
• Excellent communication skills.
• Strong interpersonal skills: problem solving, customer focused, approachability.
• A very high degree of diplomacy, discretion, professional maturity and judgement.
• Ability to multi-task never sacrificing quality
• Proven customer orientation and ability to work with various client levels
• Ability to work well and maintain composure under pressure, meet deadlines and work with minimum supervision
• Familiarity with the airline industry, an asset.
• Graphic Design experience, an asset.
• Flexibility and willingness to work extended hours, on occasion.
• Some limited travel may be required.
• Demonstrate punctuality and dependability to support overall team success in a fast-paced environment.

Conditions Of Employment

Candidates must be eligible to work in the country of interest at the time any offer of employment is made and are responsible for obtaining any required work permits, visas, or other authorizations necessary for employment. Prior to their start date, candidates will also need to provide proof of their eligibility to work in the country of interest.

Linguistic 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 work environment which highlights employees’ unique contributions to our company’s success.

As an equal opportunity employer, we welcome applications from all to help us build a diverse workforce which reflects the diversity of our customers, and communities, in which we live and serve.

Air Canada thanks all candidates for their interest; however only those selected to continue in the process will be contacted.