Base Coordinator - Maternity Leave Replacement

Socket.dev; Saguenay; On-site; CAD 42,000 - 56,000; Full time

Benefits offered by this job

Flexible schedule

Competitive benefits

Growth opportunities

Job summary

Top Aces is seeking an organized, bilingual administrative assistant to support a fast-paced team in Saguenay. You will handle clerical tasks, greet visitors, and manage mail and safety procedures while coordinating with pilots and technicians on daily operations.

The role requires 2+ years in a similar role, a secretarial background, and excellent English/French communication. A flexible, collaborative environment with growth opportunities awaits.

Qualifications

• Minimum 2 years in a similar administrative role.
• DEP secretarial or equivalent is an asset.
• Excellent oral and written English and French.
• Strong customer service and interpersonal skills.
• Proactive with attention to detail and deadlines.

Responsibilities

• Perform administrative and clerical tasks.
• Greet visitors and manage office passes and safety procedures.
• Process outgoing mail and manage delivery timelines.
• Coordinate uniform allocation with staff and pilots.
• Support event planning and facilities maintenance.
• Maintain office supplies and prepare quarterly communications.
• Collaborate with corporate departments to improve employee experience.
• Ensure policy compliance; assist as needed.

Skills

Bilingual English/French

Customer service

Organizational skills

Teamwork

Education

DEP secretarial or equivalent

Tools

MS Office

SharePoint

Job description

Founded in 2000 by three former Royal Canadian Air Force (RCAF) CF-18 fighter pilots who identified an opportunity to improve military readiness training, Top Aces has since established itself as the world leader in contracted adversary air (ADAIR) services and joint terminal attack controller (JTAC) training.

We pride ourselves on our unblemished safety record, having flown an industry leading 130,000+ hours of operational training without accident in support of customers worldwide, including Canada, the U.S., Germany, and multiple other NATO allies and international partner nations.

Our vision is to be the most trusted provider of innovative defense training solutions, continuously elevating standards in an industry where "Experience Matters." This commitment to innovation and technology ensures we remain adaptable, training allied militaries to succeed against evolving threats.

Top Aces’ dynamic team contributes to delivering on our purpose of training the next generation of combat leaders by living our values of Service, Integrity, Excellence, and Together every day!

Join our team!

Essential Duties and Responsibilities:

• Perform administrative and administrative support activities;
• Be professional and courteous to all visitors, and manage office passes and visitor safety procedures in the filing cabinet;
• Prepare and process outgoing mail according to required delivery dates, balancing cost effectiveness with delivery time;
• Manage uniform allocation with technicians and pilots with reference to uniform policy;
• Assist in event planning
• Support building maintenance and repair management;
• Supply office supplies for the department (office and stationery, printing equipment, etc.);
• Prepare the facility for the quarterly employee call;
• Liaise with corporate departments for better employee experience;
• Support Operations team with fuel slips and sortie reports;
• Maintain compliance with all company policies and procedures;
• Perform any other administrative tasks assigned by the manager

Education and/or Work Experience Requirements:

• Minimum 2 years of experience in a similar position
• DEP secretarial or equivalent, an asset;
• Excellent oral and written communication skills in English and French;
• Good computer skills in MS Office (Outlook, Word, Excel, PowerPoint, SharePoint)
• Strong customer service and interpersonal skills
• Positive and professional attitude, able to take initiative;
• Strong organizational skills including attention to detail and ability to meet deadlines;
• Willingness and ingenuity to roll up your sleeves to do the job
• Ability to work independently and in a team environment, in a fast-paced environment with multiple tasks and competing demands;
• Ability to do all the work in support of our corporate values of service, excellence, integrity and teamwork;
• Demonstrates strong and visible support for our values;
• Valid Quebec driver’s license and vehicle
• Ability to perform all work in support of our Corporate Values of Excellence, Service, Integrity … Together.

You will have the following responsibilities in order to comply with the company's Occupational Health and Safety program:

Occupational Health and Safety:

• Working in compliance with Occupational Health and Safety acts and regulations
• Following safe work practices and procedures and using safeguards and personal protective equipment
• Reporting hazards (such as unsafe situations and activities) to their supervisor immediately

Security Clearance Requirements/ CGP / ITAR:

Position requires Level II clearance with the Canadian Government and the ability to gain access to the Canadian Controlled Goods Program

By joining Top Aces, you will find:

• A work environment in which service, integrity, excellence and teamwork are highly valued;
• Opportunities for development and growth;
• Multidisciplinary and multicultural collaboration at a local and global level;
• A flexible schedule;
• Attractive benefit plan.

Come share your passion with us! Here, you’ll be encouraged, empowered, and challenged to be your best self.

Equal Employment Opportunity

At Top Aces, all employees are welcome regardless of race, nationality, color, religion, sex, gender identity or expression, sexual orientation, disability or age. The masculine form may be used in this job description solely for ease of reading but refers to men, women and gender diversity.