Office Administrator

Dehavilland; Victoria; On-site; CAD 60,000 - 80,000; Full time

Job description

Posted Thursday, July 11, 2024 at 6:00 AM | Expires Saturday, August 3, 2024 at 5:59 AM

De Havilland Aircraft of Canada Ltd. (‘DHC’) is a proudly Canadian aerospace company currently transitioning its corporate headquarters to Calgary, AB. DHC is undertaking a consolidation of its underlying subsidiary companies under a single brand currently offering engineering, aftermarket, new aircraft manufacturing, modifications, parts manufacturing, and flight training. DHC currently has approximately 1,200 employees based in BC, AB and ON as well as in markets and distribution hubs worldwide. Our strong entrepreneurial spirit, together with a culture of empowerment, quality and innovation create opportunities to grow and succeed in an organization with a proud heritage and bright future.

Duties & Responsibilities:

• Manage daily requirements at reception (receiving external vendors, couriers, signing in visitors, mailing, answering phones, creating ID badges, etc.)
• Ensure stationary and other required supplies are checked, ordered, and approved on a regular cadence
• Maintain action logs which track progress against deadlines for the team. Provide follow-up notification and reminders where necessary
• Support the development of status reports, presentations, and other documentation
• Work in collaboration with the Health and Safety/Human Resource and Operations teams on projects and initiatives, supporting projects and other initiatives
• Support teams with follow-up and/or corrective actions related to Health and Safety and/or other operational departments
• Organize and perform general administrative duties
• Participate as an active member of the Joint Occupational Health and Safety Committee (JOHSC)
• Maintain current safety documentation to ensure alignment with document control requirements
• Coordinate and manage meetings, conferences, and other organizational engagements
• Maintain boardroom(s), ensuring they are organized, supplied and presentable for customers or other visitors
• Prepare agendas and meeting minutes.
• Support brand marketing with DHC merchandise program including inventory management, order processing and shipment logistics.
• Assist with administrative tasks for brand marketing including invoice tracking, file management, and clerical tasks associated with event planning.
• Perform other administrative or office duties, or projects as required or as assigned.

Education and Professional Qualifications:

• Bachelor’s Degree in Business Administration, Communications, or another related field is preferred
• A certificate in Health and Safety or Human Resources is an asset

Experience:

• 3+ years or equivalent experience in an (office) assistant role, preferably in a Health & Safety and/or Human Resources team
• Experience with international travel and/or event planning considered an asset
• Experience in preparing documents, reports, and spreadsheets

Skills:

• Advanced working knowledge with Microsoft Office (Word, Excel, and PowerPoint)
• Accurate and strong data entry and data analysis skills specific to digital platforms (HRIS and Safety Systems)
• Proven track record in managing multiple priorities, multitasking, and meeting deadlines in a busy environment where priorities may change quickly
• Strong ethics and the ability to provide a high degree of confidentiality
• Able to work with minimal supervision/independently and collaboratively
• Excellent organizational, written, and verbal communication skills with a strong attention to detail
• Willingness and capacity to learn and advance within the Health, Safety and Human Resources team
• Ability to work flexible hours including evenings and weekends when required

At De Havilland Aircraft of Canada (DHC), we are committed to protecting our people, customers, shareholders and the public through Health & Safety Excellence. As such, it is an expectation that all employees maintain strict adherence to Health & Safety Policies and to perform key physical tasks of the position described in the job description and interview process. This may include but is not limited to the ability to work in a variety of environmental conditions including temperature extremes, confined spaces, working at heights and with or around chemicals.

Employees are expected to adhere to the use of personal protective equipment (PPE) when at work which must include but is not limited to the ability to maintain a positive fit test when mask use is required.

At De Havilland Canada, we aim to be inclusive and diverse and provide equal opportunity for employment. All qualified applicants, regardless of gender, age, race, religion, sexual orientation, and disability, are encouraged to apply. De Havilland will accommodate the needs of applicants with disabilities throughout all stages of the selection process. If you need accommodation during the recruitment process, please advise your Talent Acquisition representative. Information relating to the need for accommodation and accommodation measures will be addressed confidentially.

Any offer of employment is conditional on the completion of positive and satisfactory background checks, which may include proof that you are legally entitled to work in Canada, professional references, verification of employment history, verification of educational background, and criminal background checks.