Administrative Assistant

Job summary

The Administrative Assistant provides comprehensive support to the Managing Director of Cargo Operations and Transformation, including calendar management, meeting coordination, and document preparation. They are responsible for maintaining efficient office procedures, managing correspondence, and monitoring departmental budgets.

Job details

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. Reporting to the Managing Director, Cargo Operations and Transformation, the Administrative Assistant will provide support to the Managing Director, Cargo Operation and Transformation, as well as the respective teams. The ideal candidate will be a team player with meticulous work standards, basic project management skills, is able to multitask and has exemplary interpersonal skills. Responsibilities: Provide overall administrative guidance and support. Maintain efficient flow of procedures/processes. Direct handling of confidential matters, i.e., correspondence, telephone queries, etc. Manage all correspondence, internal and external, respond as required and as appropriate. Coordinate meetings both locally and at remote locations, i.e. book conference rooms, meeting notices, hotels and flights, etc. Prepare, coordinate, and distribute meeting material, e.g., agenda, reports, etc. Conduct daily calendar management (Outlook) and proactively adjust schedule based on priorities. Prepare PowerPoint presentations, spreadsheets, graphs, reports as required. Create/maintain contact lists and spreadsheets. Complete expense reports Manage vacation, attendance for group as required. Monitor and provide updates on departmental budget. Maintain accurate records & filing of records. Assist with special projects as required. Proactively follow up with team members to ensure that all deliverables are achieved in real time. Other duties as assigned. Minimum of a high-school diploma or equivalent with 5+ years’ experience in providing administrative support in an upper-management capacity. Sound knowledge and proficiency of computer skills, including Word, Excel and Power Point. Excellent organizational skills: planning, priority setting and managing through systems. Excellent communication skills. Strong interpersonal skills: problem solving, customer focused, approachability. A very high degree of diplomacy, discretion, professional maturity and judgement. Ability to multi-task, never sacrificing quality. Proven customer orientation and ability to work with various client levels. Ability to work well and maintain composure under pressure, meet deadlines and work with minimum supervision. Familiarity with the airline industry, an asset. Graphic Design experience, an asset. Flexibility and willingness to work extended hours, on occasion. Some limited travel may be required. Flexible working arrangement available. 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 are responsible for obtaining any required work permits, visas, or other authorizations necessary for employment. Prior to their start date, candidates will also need to provide proof of their eligibility to work in the country of interest. 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.

What you’ll do

The Administrative Assistant provides comprehensive support to the Managing Director of Cargo Operations and Transformation, including calendar management, meeting coordination, and document preparation. They are responsible for maintaining efficient office procedures, managing correspondence, and monitoring departmental budgets.

Requirements

Candidates must have a high-school diploma or equivalent and at least 5 years of experience in an upper-management administrative role. Proficiency in Microsoft Office suite and strong organizational, communication, and interpersonal skills are required.

Benefits

• Flexible working arrangement

Listed skills

• Administrative Support · Preferred
• Project management · Preferred
• Microsoft Office · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• Communication Skills · Preferred
• Problem solving · Preferred
• Customer service · Preferred
• Data entry · Preferred
• Time management · Preferred
• Multitasking · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Project management
• Calendar management
• Microsoft Office
• PowerPoint
• Excel
• Word
• Communication skills
• Organizational skills
• Problem solving
• Customer service
• Budget monitoring
• Data entry
• Time management
• Diplomacy
• Multitasking
• Calendar Management
• Administrative Support
• Composure
• Organizational Skills
• Expense Reports
• Ability To Meet Deadlines
• Planning
• Microsoft Excel
• Multilingualism
• Management
• Spreadsheets
• Customer Service
• Communication
• Computer Literacy
• Graphic Design
• Interpersonal Communications
• Problem Solving
• Project Management
• Microsoft Outlook
• Operations
• Microsoft PowerPoint
• Presentations
• Punctuality
• Filing

Job areas

• Administrative
• Transportation
• Logistics
• Management & Leadership
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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