Executive Assistant

3 weeks ago

Ottawa, Canada Canadian Air Transport Security Authority Full time

The Canadian Air Transport Security Authority (CATSA) has 1 (one) exciting fixed-term opportunity up to March 31, 2026 within the Corporate Services branch at the at the CATSA Headquarters.

This position represents an opportunity for career-driven individuals seeking a position within an organization that inspires growth and promotes excellence to make a difference and contribute to CATSA’s unique culture as it strives to excel in air transport security.

**Why is CATSA a great fit for you?**

CATSA is world leader in aviation security and screening with a mandate to protect the public. A Crown corporation, it features a mix of public service and private sector diverse backgrounds in which is reflective of the varied background of its employees. CATSA encourages innovation and creativity and offers a healthy and diverse workplace where employees work in an environment where they can be their true selves and feel energized and proud.

If you are a motivated professional seeking a position within a multifunctional and collaborative environment and you are looking for the next great adventure, CATSA is the place for you

**Summary of responsibilities**:
Reporting to the Vice-President, People, Culture and Experience the Executive Assistant is responsible for supporting the Vice-President of the branch and for coordinating branch activities in support of corporate requirements. The Executive Assistant performs all other duties and responsibilities related to the position as required.

**What you need to succeed**
**To qualify for the position, you must have**:

- Successful completion of a high school or college diploma with relevant experience in the field of Office administration;
- A minimum of five (5) years of experience providing administrative services to senior management;
- Thorough understanding of a similar environment to the branch in which the Executive Assistant serves and experience working in such an environment;
- Experience organizing and preparing a variety of documents, reports, briefing notes and presentations;
- Advanced knowledge and experience with MS Office Suite of software, (specifically: Outlook, Word, Excel and PowerPoint);
- Experience tracking and maintaining data and progress on various activities, projects and initiatives;
- Experience in coordinating travel or event arrangements, and preparing and processing claims and invoices;
- Knowledge of protocols when working within senior executive office and when dealing with management and other senior government/industry stakeholders;
- Organize and manage the VP’s agenda and travel itinerary, travel reimbursement, tracking and management of correspondence, executive briefings and files;
- Experience in implementing, monitoring and identifying areas of improvement with respect to administrative processes, electronic filing and tracking; and
- Knowledge of methods, techniques and practices related to general administration and secretariat support planning and coordination.

**This position is best suited to individuals with the following skills and abilities**:

- Ability to communicate (oral and in written) in a clear and concise manner, and to modify communications to suit the audience;
- Highly organized with exceptional attention to detail;
- Ability to anticipate others’ needs and proactively act upon this knowledge;
- Ability to multi-task and manage one’s time efficiently while demonstrating initiative;
- Negotiation, persuasion and relationship-building skills;
- Ability to negotiate deadlines and to identify priorities;
- Diplomatic, cooperative and discreet;
- Ability to work in a fast paced environment;
- Dependable, thorough and able to demonstrate integrity;and
- Ability to work in a team environment.

**Valuable skills include**:

- Experience providing administrative and secretarial services at an executive level;
- Experience in implementing, monitoring and identifying areas for improvement with respect to administrative processes, filing, tracking and bring forward systems;
- Experience supervising staff and leading teams;
- Understanding and ability to use MS Visio, MS Project, Adobe and Shared Travel Services (STS);
- Knowledge of CATSA's mandate and priorities, as well as an awareness of relevant legislation impacting CATSA;
- Knowledge of Treasury Board of Canada Secretariat regulations and their applicability to Crown corporations.

**Specific work requirements**:

- Ability to work overtime as required;
- Language profile: CBCC;
- Ability to obtain and maintain a Secret security clearance;
**How to apply**:
Additional information:
CATSA is dedicated to an inclusive selection process and work environment. If you require an accommodation, please advise the Human Resources representative when you are invited to meet with us regarding this employment opportunity.

**Inclusion & Diversity**
- Taleo ID:
**2191**
- Language Requirements:
**Bilingual Imperative**
- Job category:
**People, Culture & Experience*

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