Executive Assistant

Avmax Careers - Canada; Calgary; On-site; CAD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking a dedicated Executive Assistant to support its CEO and executive team. This role is pivotal in managing administrative tasks, coordinating schedules, and ensuring smooth daily operations. The ideal candidate will possess exceptional organizational skills and discretion, thriving in a fast-paced environment. Join a diverse company that values growth and offers competitive compensation, work-life balance, and a friendly atmosphere. If you are passionate about making a difference in a dynamic aviation sector, this opportunity is perfect for you.

Benefits

Competitive Compensation

Benefits Package

Pension Plan

Work-Life Balance

Career Advancement Opportunities

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Exceptional written and verbal communication skills.
• Strong organizational and time management skills.

Responsibilities

• Prepare executive reports, presentations, and proposals.
• Manage the executive's calendar and prioritize appointments.
• Coordinate travel itineraries and logistics.

Skills

Organizational Skills

Written Communication

Time Management

Confidentiality

Attention to Detail

Microsoft Office Suite

Education

Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Avmax is a diverse company offering every product and service related to aviation. We have locations, operations, and deployment worldwide.

Our vision at Avmax Group Inc. ("Avmax") is to simplify our customers' aviation needs through dependable, globally integrated services with trusted results. Established in 1976, our locations include : Calgary (HQ) and Vancouver in Canada, Great Falls and Jacksonville in the USA, Nairobi in Kenya, and N'Djamena in Chad.

Avmax offers the following capabilities : Aircraft Leasing, Airline Operations, Avionics, Component Repairs, Engineering, MRO, Paint and Spares. Avmax's engineering division is a Transport Canada authorized Design Approval Organization (DAO). Avmax's maintenance division is a Transport Canada authorized Maintenance Repair Organization (MRO).

Why work at Avmax?

Avmax has a diverse workforce with opportunity for growth and career advancements. We offer competitive compensation and benefit packages, flexibility, work-life balance and a friendly working environment.

We are proud of our work and commitment to create one of the leading workforce, products and services in the Aviation industry.

About the Role :

As the Executive Assistant, you will play a pivotal role in supporting the CEO and executive leadership by managing administrative tasks, coordinating schedules, and ensuring seamless daily operations. This position requires exceptional organizational skills, discretion, and the ability to handle multiple priorities in a fast-paced environment. You will act as a trusted partner, facilitating communication, managing confidential information, and ensuring executives can focus on strategic priorities.

Reporting

This Executive Assistant role reports directly to the CEO.

Core Competencies

• Prepare reports, presentations, and correspondence.
• Exceptional learning ability and comprehension skills.
• Capable of independent thinking, judgment, and work under pressure.
• Attention to detail and a proactive work ethic.
• Strong ability to plan information archiving and retrieval.
• Assist with special projects and operational initiatives.

Key Performance Indicators / Duties & Responsibilities

• Document Preparation : Assist in the preparation of executive reports, presentations, and proposals. Ensure documents are well-organized, clear, and professionally formatted.
• Written Communication : Draft, proofread, and send reports, presentations, and other documents on behalf of the executive.
• Correspondence Management : Review, organize, and prioritize incoming communication (emails, letters, etc.), ensuring timely and accurate responses.
• Meeting Coordination : Schedule and prepare agendas, take detailed minutes, and manage follow up actions for executive meetings.
• Confidentiality : Handle sensitive information with the utmost confidentiality and Professionalism.
• Time Management : Manage the executive's calendar, prioritize appointments, and ensure efficient time allocation.
• Travel Arrangements : Plan and coordinate travel itineraries, accommodations, and related logistics.
• Project Management : Assist in tracking the progress of various projects and ensuring deadlines are met.
• Administrative Support : Perform other administrative tasks such as filing, data entry, and expense management as needed.

Qualifications

• Bachelor's degree or above.
• Proven experience as an Executive Assistant, Personal Assistant, or similar role, preferably in a corporate environment.
• Exceptional written and verbal communication skills, with a strong ability to draft professional documents.
• Working experience in aviation or finance industry is an asset.
• Possesses strong intuition and comprehension skills, is passionate about work, and excels at completing tasks quickly, efficiently, and with high quality.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Strong organizational and time management skills, with the ability to multitask and prioritize workload.
• Shows integrity, ingenuity, and assertiveness in the performance of tasks.
• Excellent ability to manage and prioritize tasks in a fast-paced demanding environment.

Experience :

• Minimum 2 years experience in an executive type of position.
• Experience working in high-level executive environments.

Our recruitment commitments :

• We thank all applicants for their interest; however, only those selected for an interview will be contacted.
• Depending on qualifications, selected candidates may be offered a role at a more appropriate level.
• Avmax Group offers a competitive compensation package including an optimal benefits plan and pension plan.
• Avmax Group Inc. is dedicated to, and prides itself on being an equal opportunity employer. We celebrate and welcome the diversity of all of our employees. Avmax Group Inc. has specific policies in place to prevent discrimination in our hiring practices on the basis of the protected grounds dictated by Canadian legislation. We therefore encourage applications from qualified Aboriginal Canadians, persons with disabilities, members of visible minorities and women.
• Avmax will accommodate the needs of applicants with disabilities throughout all stages of selection process. If you need accommodation during the recruitment process, please advise your HR Representative. Information relating to the needs for accommodation measure will be addressed confidentially.
• In order to be in compliance with the law, employees must be legally eligible to work in Canada.

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