Executive Assistant
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Job Description
The Executive Assistant will support the Engineering Director in the A220 commercial aircraft program by managing communications, scheduling, budgeting, travel, and administrative tasks.
Responsibilities
- Manage the Engineering Director's emails to ensure prompt responses to internal stakeholders and external suppliers; draft responses and/or reply independently when appropriate.
- Follow up on actions assigned to the direct team.
- Organize the Director's calendar, making necessary changes according to daily priorities.
- Respond to information requests, schedule meetings, prepare necessary documentation and ensure follow-up actions.
- Maintain the team's governance calendar and ensure all governance‐related deadlines are met.
- Maintain and manage effective budget tracking for the team and validate expense reports.
- Prepare PR forms and PO requests for the department and subcontractors.
- Follow up with accounts payable for outstanding payments.
- Participate in drafting memos, proofreading and translating various documents.
- Prepare travel itineraries and make necessary reservations.
- Maintain contact with various direct reports, as well as with members of senior management in Canada and Europe.
- Manage expense accounting using appropriate tools, including coordinating expense reimbursements with service providers.
- Create all IT and access requests for new hires: access, badges, IT equipment, etc.
- Manage and organize onboarding sessions for new hires.
- Manage and order office supplies.
- Provide administrative support to the management team, including meeting organization, catering orders, room bookings, etc.
- Provide administrative and on‐site support for external supplier visits.
- Organize and oversee Engineering function events.
- Coordinate communications addressed to the Engineering community.
- Perform any other tasks relevant to the role.
Qualifications
- Minimum of 5 years of relevant experience directly related to administrative support.
- Strong knowledge of office tools (Google Suite, SAP).
- Excellent communication skills in French and English (written and spoken).
- Ability to plan, organize and prioritize; take initiative; exercise sound judgment; anticipate needs and requirements; and work under time/pressure constraints.
- Demonstrates discretion, teamwork skills, customer orientation, attention to detail and the ability to work within a versatile, multicultural team.
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