Executive Administrative Assistant

2 weeks ago

North Bay, Canada Voyageur Aviation Corp Full time

At Voyageur Aviation Corp., we deliver innovative solutions to customers with unique aviation requirements. We are an integrated provider of specialized aviation services, including, advanced engineering and maintenance capabilities, part sales and logistics management, aircraft leasing, and contract flying operations both internationally and domestically supporting humanitarian missions, cargo, and workforce movements to remote communities. Our headquarters are in North Bay, Ontario, and we are a wholly owned subsidiary of Chorus Aviation Inc.

**We offer relocation support to our HQ in North Bay, ON.**

**Reasons to Join Voyageur**
- A competitive compensation package, negotiable based on experience and qualifications.
- A comprehensive benefits program, including extended health care benefits, out-of-country insurance, life and disability insurance, retirement pension plan, employee and family assistance plan, and Employee Share Ownership Plan (TSX: CHR).

**About the opportunity**:
**What does an Executive Assistant do?**
- Work directly with the President to support all aspects of a daily work routine.
- Assist the Executive Group in the development of presentations and white papers for internal and external audiences.
- Serve as a liaison between Executives and the public as necessary. This can include receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate.
- Prepare, reconcile, and submit expense reports for the Executive Group.
- Maintain the Executive calendars, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs. Determine priority of matters of attention for the President; redirect matters to other team members to handle, or handle matters personally, as appropriate.
- Ensure confidential and sensitive information is dealt with in an appropriate manner.
- Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
- Provides assistance/information, or other support to executives, managers and employees on various matters as required.
- Create and update Executive documentation including letters, policies, procedures, forms, etc.
- Compile data, prepare and submit annual narrative report, and develop initiatives as it relates to Executive programs.
- Coordinate Executive/Sr. Management events.
- Coordinate company-wide events in collaboration with HR, Communications and Marketing.
- Oversee scheduling and commitment timelines for Executive and Senior Management working groups tasked with completion of new and existing federal legislative programs.
- Manage Executive SharePoint site.
- Assist in Executive Group activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.
- Create, coordinate, and distribute company-wide communications on behalf of the Executive Group.
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

**What you bring to the table**
- Minimum of 5 years of previous experience as an executive assistant, supporting senior-level executives
- Post-secondary diploma in Administration, or equivalent education
- Proven ability to maintain confidentiality and sensitive information.
- Computer proficiency with Word, Excel, and quick to learn new technology (i.e., systems/platforms).
- Excellent written and verbal communication skills.
- Interpersonal skills
- Organizational skills

**Location and other Key Details**:

- You will work out of our North Bay head office. _**Depending on the nature of the role, we have implemented Remote and Hybrid Work Models; to learn more, speak to your recruiter.**_
- Hours of work are a regular 40-hour work week, Monday to Friday
- We offer competitive compensation, pension contributions, and benefits.

**Eligibility**

You must be legally eligible to work for a Canadian company (e.g., be a Canadian citizen, permanent resident of Canada, or possess a valid work permit) and provide a clear Criminal Background Check.

**To Apply**

Voyageur Aviation Corp. is committed to fostering an inclusive, accessible environment, where all employees and customers feel valued, respected, and supported. We are dedicated to building a workforce that reflects the diversity of our customers and communities in which we live and serve. If you require accommodation for the recruitment/interview process, please let us know and we will work with you to meet your needs.

**Job Types**: Full-time, Permanent

**Benefits**:

- Dental care
- Employee assistance program
- Extend

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