Executive Assistant

Air Canada; Dorval; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading airline company in Canada seeks an experienced administrative support professional to assist the Vice President and Audit teams. Candidates should have strong organizational skills, proficiency in Microsoft Office, and experience supporting executives. The role includes coordinating schedules, documenting minutes, and supporting audit engagements. This full-time position in Dorval requires a high school diploma and the ability to maintain confidentiality.

Qualifications

• Five years of experience supporting executives or senior leaders.
• Advanced proficiency with Microsoft office tools.
• Experience with AuditBoard or similar GRC platforms.
• Strong organizational and prioritization skills.

Responsibilities

• Provide administrative support to the VP, General Auditor.
• Coordinate engagement logistics and support audit procedures.
• Manage calendars, organize meetings, and handle travel arrangements.
• Support quality assurance and improvement programs.

Skills

Strong organizational skills

Attention to detail

Customer focus

Strong minute taking

Diplomacy and discretion

Education

High school diploma

Post-secondary diploma or certificate

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

AuditBoard

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 high level administrative and operational support to the Vice President, General Auditor, and the Corporate Audit & Advisory branch. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic environment. Beyond traditional executive assistant duties, this position actively supports audit engagements and Internal Audit operations. Core activities include scheduling and coordinating fieldwork, preparing and maintaining meeting records, coordinating evidence requests, and running reports to help deliver the audit plan. The ideal candidate is collaborative, professional, proactive, and highly efficient. Confidentiality and sound judgment are essential.

We are looking for a highly motivated person in Montreal (YUL), Toronto (YYZ), or Winnipeg (YWG).

Key Responsibilities

Administrative Support to the VP, General Auditor

• Manage calendars and schedules proactively, prioritize tasks and emails.
• Organize meetings and events, prepare agendas, capture minutes and action items, follow through on next steps.
• Coordinate travel arrangements and expense reporting.
• Track departmental expenses and invoices for budget monitoring.

Audit Engagement Support

• Coordinate engagement logistics: schedule planning and fieldwork interviews, assemble briefing packs, and maintain contact lists for stakeholders.
• Support working papers and evidence tracking in the branch’s audit management tool (AuditBoard), keep files organized and up to date during planning, fieldwork and reporting.
• Run Issues & Action Plans and time tracking reports in AuditBoard to support team delivery and quarterly status updates.
• Document meeting minutes and decisions, maintain action logs, and follow up with action plan owners to confirm status and revised timelines.
• Assist in completing audit procedures, testing and documentation as assigned.

Branch Administration

• Coordinate office needs with corporate Facilities, manage equipment and supplies.
• Coordinate orientation and onboarding activities for new staff.
• Coordinate relationships with third parties or consultants supporting Corporate Audit & Advisory, liaising with internal stakeholders as needed.
• Coordinate activities with trade and industry associations as requested.

Reporting, Tools and Quality

• Administer logical access and permissions for AuditBoard and SharePoint in line with branch practices.
• Prepare and format departmental documents and presentations for polish and consistency; support Board reporting materials when requested.
• Administer the post‑engagement quality survey and compile results tied to the branch’s Quality Assurance and Improvement Program (QAIP); help analyze feedback for continuous improvement.
• Maintain templates, trackers and dashboards used by the team to monitor time allocation, issues and action plans.

Qualifications

• Minimum of a high school diploma; post-secondary diploma or certificate is an asset.
• Five years of experience supporting executives or senior leaders; internal audit or risk governance exposure is an asset.
• Advanced proficiency with Microsoft Word, Excel, PowerPoint and Outlook; strong document formatting and slide preparation skills.
• Experience with AuditBoard or similar GRC platforms, and comfort with running system reports.
• Strong minute taking, organization and priority setting skills; able to adapt and meet deadlines independently.
• Customer focused and approachable, with a high degree of diplomacy, discretion, professional maturity and judgment; maintains strict confidentiality consistent with the company’s security posture.
• English required, French a strong asset for coordination with internal and external stakeholders.
• Flexibility to work extended hours on occasion; 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 seeking any required work permits/visas or other authorizations which may be required is the sole responsibility of the candidates applying for this position.

Linguistic Requirements

Based on equal qualifications, preference will be given to bilingual candidates.

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.