Inflight Administrative Assistant and Project Specialist

Jazz Aviation; Toronto; On-site; CAD 42,000 - 54,000; Full time

Benefits offered by this job

Exclusive employee travel programs

Defined contribution pension plan or R

Health and wellness package

Job summary

Jazz Aviation LP in Toronto, ON is seeking an administrative support specialist to assist the Inflight department, focusing on Training and Regulatory/Standards units. The role involves coordinating training schedules, meetings, minutes, and documentation, plus managing JazzNet pages and onboarding new trainers.

You will work closely with Inflight Training and Flight Operations, ensure cost controls, and support data entry, reporting, and project work in a fast-paced environment.

Qualifications

• Minimum one year experience in office administration.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, OneDrive).
• Excellent written and oral communication skills in English.
• Ability to multitask and work with little supervision.
• Excellent interpersonal skills.
• Ability to listen to and support internal and external customers.
• Excellent Time Management and Organizational skill.
• Ability to work independently or in a teamwork environment.
• Occasional Travel.

Responsibilities

• Schedule third-party training requirements, invoicing and billings.
• Schedule meetings, calls and appointments while managing priorities.
• Attend meetings, prepare minutes and follow up as required.
• Act as Inflight Moderator for JazzNet and update pages.
• Manage Cheers for Peers program.
• Oversee repairs to training facilities (IT issues).
• Coordinate new hire flight attendant process with Inflight Training team.
• Source new training equipment with approval from Inflight Training Manager.
• Collaborate on monthly Briefing Topic of the Month with relevant teams.
• Develop and maintain departmental electronic forms.
• Publish Inflight newsletter and upload content to JazzNet.
• Maintain and distribute updated trainers list; share with union.
• Update attrition documentation and reporting.
• Manage classroom spreadsheets for third-party and YYZ.
• Update Return to Work Checklists with training plans.
• Assist onboarding of new trainers (pass cards, JazzNet access).
• Manage JazzNet pages – Inflight training moderator.
• Monitor training iPad usage and related billing for cost control.
• Support management with data entry, reporting and analytics.
• Provide project management support for initiatives and alignment with objectives.
• Follow policies and prioritize safety for self, colleagues and customers.
• Perform other related duties as assigned.

Skills

Communication skills

Multitasking

Time management

Organizational skills

Interpersonal skills

Customer service

Education

Diploma in Office Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

OneDrive

Job description

Purpose of position

To provide administrative support to the Inflight department with primary focus on the Inflight Training and Inflight Regulatory and Standards business units.

Key responsibilities

• Schedule all third-party training requirements, including month end invoicing and billings.
• Schedule meetings, conference calls and appointments while managing competing priorities.
• Attend conference calls and meetings, prepare minutes as required and conduct follow-up when necessary.
• Act as the Inflight Moderator for JazzNet responsible for the development and updating of all pages.
• Manage Cheers for Peers program.
• Oversee and coordinate necessary repairs to the training facilities (including IT issues).
• Coordinate new hire flight attendant process in consultation with the Inflight Training Quality & Standards Manager and Inflight Training Delivery Leads.
• Source new training equipment, with authorization from Inflight Training Quality & Standards Manager.
• Collaborate with Flight Operations and Inflight Regulatory and Standards on the creation of monthly Briefing Topic of the Month.
• Develop and maintain departmental electronic forms.
• Collaborate in the development and publication of the Inflight newsletter, including drafting and posting internal memos and ensuring content is uploaded to JazzNet.
• Maintain and update the current part-time trainers list, ensuring accuracy in UKG, distribute updates via Teams, and provide the finalized monthly list to the union.
• Maintain and update new hire attrition documentation, including tracking and reporting on reasons for employee departure.
• Manage third party and Toronto (YYZ) classroom spreadsheet.
• Update Return to Work Checklists verifying training information with training plans.
• Assist with the onboarding of new trainers, i.e. pass card requests, JazzNet access, Handheld Device (HHD) name list to Air Canada.
• Manage JazzNet new hire Flight Attendant page & Inflight Training page – JazzNet moderator.
• Track and monitor training iPad usage and data overages, including reviewing and approving related billing to ensure cost control and compliance with company standards.
• Support the Inflight Training management team in administrative functions and projects as assigned.
• Support the Inflight Training management team with data entry, review, analyzing and production of statistical reports.
• Support the planning, coordination and ongoing initiatives, providing project management support and oversight to ensure alignment with operational and organizations objectives.
• Perform duties in accordance with established policies and procedures while giving primary consideration to personal safety, and the safety of co-workers and customers.
• Perform other related duties, as assigned.

Required qualifications

• Minimum one (1) year experience in office administration.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, OneDrive).
• Excellent written and oral communication skills in English as need to communicate with internal and external customers outside Quebec.
• Ability to multi-task and work with little supervision.
• Excellent interpersonal skills.
• Ability to listen to and support internal and external customers.
• Excellent Time Management and Organizational skill.
• Ability to work independently or in a teamwork environment.
• Occasional Travel.

Note: French (oral and written) language fluency or working knowledge required for positions in Montreal.

Preferred qualifications

• Degree/Diploma in Office Administration.
• French language fluency or working knowledge.
• Familiarization with etrip, eforms, Jazznet, Crewtrac, etc.
• Professionalism and ability to deal with highly sensitive/confidential information.
• Able to work in high pace operational setting, deadline driven.
• Ability to multi-task and work with little supervision.
• Solid understanding of Industry language.

Benefits of joining our award-winning team

• Enjoy exclusive employee travel programs across the Air Canada network, giving you and your family access to incredible destinations.
• Secure your long-term financial well-being with our competitive, employer-supported retirement savings programs (defined contribution pension plan or voluntary group RRSP) for permanent employees.
• Benefit from a comprehensive health and wellness package, including health, dental, life, and accident insurance to keep you and your loved ones protected.

About Jazz Aviation LP

Jazz Aviation LP (Jazz) is Canada’s largest regional airline and Air Canada’s primary Air Canada Express operator, connecting people and communities to approximately 70 destinations across North America.

With over 4,200 dedicated professionals, Jazz fosters a workplace united by purpose and supported by programs and policies that promote safety, diversity, and wellness. Jazz is proud to be recognized for its strong commitment to people and culture. Visit our Company Awards and Recognition page to learn more about the honours we've earned.

Join our award-winning team and be part of shaping the future of regional aviation!

Our commitment to diversity, equity, inclusion, and accessibility

We strive to make our workplace accessible and inclusive. To support your success, we can provide accommodations for people with disabilities, such as adjustments or assistive measures to remove barriers during the recruitment process. If you require any accessibility support, please contact us at [e-mail].

Jazz values diversity and we empower our employees to foster an internal culture of inclusion. Jazz is committed to providing equitable opportunities for employment and career advancement and we will continuously work to create inclusive and accessible work environments to maximize individual potential as well as psychological health and safety. Meeting the needs of passengers is critical to our success and we recognize the importance of a workforce that is reflective of the communities we serve.