Administrative Assistant - Management

Air Inuit; Quebec; Hybrid; CAD 55,000 - 75,000; Full time

Benefits offered by this job

RRSP

Group insurance

Vacation 3 weeks

Telemedicine

EAP

Flight privileges

Retirement allowance

Discounts

Profit sharing

Performance-based compensation

Job summary

Air Inuit in Ville Saint-Laurent, QC, is looking for an Administrative Assistant – Ground Operations to support the department with administrative coordination, records management, and reporting. This role partners with managers to ensure efficient processes and accurate employee records.

The ideal candidate has 5+ years in a similar role, strong bilingual communication in French and English, and proficiency with Microsoft 365. Occasional travel may be required; aviation experience is a plus.

Qualifications

• Minimum of 5 years of experience in a similar role.
• Bilingual French and English, written and spoken; Inuktitut is a plus.
• Strong verbal and written communication skills.
• Interpersonal skills and collaboration with stakeholders.
• Proficiency in Microsoft 365 and office applications.
• Occasional travel availability.
• Experience in aviation is an asset.

Responsibilities

• Provide administrative support to the Ground Operations team.
• Monitor and maintain HR records, training records, certifications, and employee documentation.
• Collaborate with HR and Payroll to ensure records are current.
• Prepare, review, translate, and distribute documents and communications.
• Coordinate meetings, prepare minutes, and follow up on actions.
• Maintain and update records, databases, and administrative systems.
• Support managers in monitoring timesheets, schedules, and operational data.
• Prepare and submit administrative reports and grant applications.
• Coordinate inspections, audits, and follow-ups related to equipment.
• Serve as a contact for employees and internal partners on inquiries.
• Participate in continuous improvement projects and departmental initiatives.
• Support the team according to operational needs.

Skills

Administrative support

HR records management

Document management

Microsoft 365

Communication

Multitasking

Travel coordination

Tools

Microsoft 365

Word

Excel

PowerPoint

Outlook

Visio

Job description

Every day, something extraordinary happens in the skies above Nunavik. At Air Inuit, we’re not just flying planes, we’re connecting communities, delivering essentials, and making a meaningful impact. We’re looking for dedicated individuals ready to take their careers to new heights. If you're driven by purpose and motivated by challenge, your journey starts here.

ABOUT US

Since 1978, Air Inuit is more than just an airline, it is a lifeline. Born from the vision and resilience of the Inuit of Nunavik, and proudly owned through the Makivvik Corporation, Air Inuit has connected communities across the vast, breathtaking expanse of Northern Quebec and beyond. Air Inuit’s aircraft have sailed through some of the world’s most challenging skies, 24 hours a day, 365 days a year.

From the versatile Twin Otter to the powerful Boeing 737-800NG, a fleet of over 35 aircraft carries not just passengers and cargo, but stories, hopes, and essential services to the people of the Nunavik. Behind every flight is a team of over 1,300 dedicated professionals and each one committed to a shared mission: to operate with safety, reliability, and heart. Air Inuit is more than transportation, it’s a symbol of self-determination, a bridge between tradition and progress, and a testament to what’s possible when a community takes flight together.

ROLE OVERVIEW

The Administrative Assistant – Ground Operations plays an essential role in administrative coordination, information management, and operational support for the department. A true partner to managers, she contributes to operational efficiency by ensuring the quality of administrative processes, monitoring employee records, maintaining document compliance, and facilitating the flow of information. Through her collaborative approach, strong organizational skills, and proficiency with digital tools, she helps foster a positive employee experience and supports the achievement of Air Inuit’s operational objectives.

THE ROLE IN DEPTH

• Provide administrative support to the Ground Operations team.
• Monitor and maintain HR records, training records, certifications, and employee documentation.
• Collaborate with the Human Resources and Payroll teams to ensure employee records are accurate and up to date.
• Prepare, review, translate, and distribute various documents, procedures, and communications.
• Coordinate meetings, prepare meeting minutes, and follow up on action items.
• Maintain and update records, databases, and administrative systems.
• Support managers in monitoring timesheets, schedules, and operational data.
• Prepare and submit various administrative reports and grant applications.
• Coordinate inspections, audits, and administrative follow-ups related to equipment.
• Serve as a point of contact for employees and internal partners regarding administrative inquiries.
• Participate in continuous improvement initiatives and various departmental projects.
• Support the team and department according to operational needs.

WHAT SETS YOU APART

• Minimum of 5 years of experience in a role with similar responsibilities.
• Advanced bilingual proficiency in French and English, both spoken and written; Inuktitut is considered an asset.
• Strong verbal and written communication skills.
• Excellent interpersonal skills and the ability to collaborate effectively with a wide range of stakeholders.
• Professional attitude, strong sense of responsibility, and a high degree of reliability.
• Proficiency in Microsoft 365 and key office applications (Word, Excel, PowerPoint, Outlook, Visio).
• Availability for occasional travel.
• Experience in the aviation industry is an asset.
• Strong organizational skills, attention to detail, and the ability to handle confidential information with discretion.
• Ability to work under pressure, manage multiple priorities, and adapt to a dynamic operational environment.
• Initiative and creativity to contribute to various projects and process improvement initiatives.
• Comfortable working in a multicultural environment.

COMPENSATION

• Salary and benefits are determined according to company policy.

WORKING CONDITIONS

• Location: Air Inuit Head Office in Ville Saint-Laurent, a central hub where key decisions and collaboration happen.
• Permanent position offering long-term stability with opportunities to grow and evolve your career.
• Schedule: A balanced Monday to Friday workweek totaling 37.5 hours.
• Hybrid model with four days in-office, creating space for collaboration, connection, and team impact.
• Be part of a fast-moving, ever-evolving industry where innovation and adaptability are part of the everyday experience.

BENEFITS OFFERED

• Plan for your future with our Registered Retirement Savings Plan (RRSP).
• Take care of yourself and your eligible dependents with comprehensive group insurance (life, medical and dental care, short- and long-term disability) fully paid by Air Inuit.
• Enjoy 3 weeks of vacation (6%) to recharge.
• Get quick, easy access to healthcare professionals through our telemedicine program (for you and your eligible dependents).
• Access confidential support through our Employee and Family Assistance Program (EAP).
• Enjoy worldwide flight privileges through our agreements with multiple airlines.
• Plan your retirement with peace of mind through our retirement allowance program.
• And even more perks: exclusive corporate discounts, profit sharing, and performance-based compensation programs.

CANDIDACY

We thank all applicants for their interest in this position. We are proud of our culture, which encourages diversity, equity and inclusion. We believe in fair employment practices. As such, all qualified candidates are considered for employment. However, only those selected for the recruitment process will be contacted.

Air Inuit is committed to employment equity and invites applications from women, Aboriginal people, people with disabilities and members of visible minorities. The use of the masculine gender has been adopted for ease of reading and is not intended to be discriminatory.