Administrative Assistant - Operations

Vancouver Airport Authority; Vancouver; On-site; CAD 42,000 - 54,000; Full time

Job summary

Vancouver Airport Authority is seeking an Administrative Assistant in the Operations Department to manage calendars, travel, invoicing, and budgeting, while providing meeting support and event coordination for the team.

The role requires turning data into clear reports, creating correspondence, and supporting suppliers. The successful candidate will assist with KPI tracking and coverage during absences, with bilingual skills as a bonus.

Qualifications

• Two years of related administrative experience with a one-year certificate in office administration or equivalent.
• Excellent MS Office skills and experience with databases.
• Ability to multi-task and work under pressure; identify and implement new processes.
• French language skills are an asset but not required.

Responsibilities

• Manage calendars and scheduling for Operations Directors.
• Coordinate meetings, events, and tours including offsite arrangements.
• Process travel bookings and expense reporting; monitor invoices and budgets.
• Prepare correspondence, PowerPoint presentations, reports, agendas, and letters.
• Support team with KPI logging and documentation.

Skills

MS Office

Database knowledge

Multi-tasking

Process improvement

Education

Office administration certificate

Tools

Maximo

Job description

YVR is a place of connection, bringing together people, places and cargo while ensuring a safe and efficient experience for everyone.

Position Overview

Are you independent, diligent, proactive, and fun?

We have a full-time, permanent opportunity for an Administrative Assistant in the Operations Department. Reporting to the Director, Operational Excellence and Improvement, this role will be responsible for managing schedules, event and tour coordination, travel and expense services, invoicing and tracking budgets; providing meeting support; and assisting broader department as required.

Key responsibilities include:

• Manage and provide administrative support for Operations Directors in areas including, but not limited to: calendar management, scheduling meetings, booking travel arrangements, invoice processing, department inventory and purchases, document filing (electronic and hard copies).Assist with meeting, event and tour coordination and execution at YVR and offsite, through liaising with internal and external stakeholders, including arrangement of equipment and catering (if required), and securing facilities and accommodations.
• Create and prepare correspondence such as PowerPoint presentations, reports, agendas, and letters/email.
• Assist the team in providing suppliers and service providers with releases and follows up to ensure receipt.
• Maintain logs and coordinate updates of KPIs for Operations team.
• Assist with coverage of other Administrative Assistant or Director during absences.

Key qualifications include:

• At least two years’ recent, related experience, supplemented by a one-year certificate in office administration or similar; or an equivalent combination of training and experience.
• Excellent working knowledge of MS Office suite of software and extensive experience working with databases. Ability to learn other software such as Maximo and other systems as required.
• Ability to multi-task and work under pressure.
• Ability to recognize systems or processes that may need to be updated and the ability to bring new initiatives or different processes to the team.

Although not required, French language skills are an asset as we are committed to providing bilingual services to our visitors and passengers. This helps us meet federal language obligations while ensuring welcoming experience. Candidates who do not speak French are still strongly encouraged to apply.

This position is open to both Vancouver Airport Authority employees and external applicants.

Previous job performance will be taken into consideration for all internal candidates that apply for this position. As part of our recruitment process, short-listed candidates may be required to participate in an assessment process.