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Executive Administrative Assistant

4 months ago

Mirabel, Canada MHI RJ Aviation ULC Full time

Reporting directly to SVP Chief Engineer, Head of Aircraft Development, provides administrative support to Engineering leadership team and other groups as assigned. Perform complex administrative tasks that require a thorough understanding of the company's operations and practices. May be called upon to manage ambiguous situations and problems requiring sound judgment.

Be an ambassador of MHIRJ in one’s leadership and actions, to best represent one’s Leader in their internal / external interactions.

Contribute to a “one team” collaborative team spirit by being supportive, diplomatic, service-oriented and open-minded.

Demonstrate reflection, strong professional work ethics and good will in all actions.

In your role, you will:

- Schedule and coordinate meetings, appointments, reservations, and business travel arrangements.
- Prepare necessary material for the meetings and ensure proper monitoring of the activities and files of the leaders and their management teams.
- Manage / distribute incoming / outgoing mail.
- Draft and prepare internal and external correspondence (French and English).
- Prepare and consolidate expense reports.
- Produce documents, letters, presentations, reports, and graphs that require a thorough knowledge of several software programs.
- Responsible for activities related to the budget and any other special projects with the accounting department.
- Maintain records, verify, and approve the department's current expenses and keep accounting records up to date. Ensure compliance with regulatory requirements and internal guidelines.
- Manage daily activities and determine and prioritize important matters regarding the incoming information.
- Communicate with senior management and other organizations on behalf of the Business Leader, Directors and/or Managers, where applicable.
- Support the organization in its social activities.
- Create and maintain various human resources reports. Update organizational charts.
- Participate in the process of welcoming new employees.
- Closely collaborate with the HR Department, serving as a liaison person to facilitate an effective working relationship between HR and the supported department(s).
- You have a college degree in office technology or equivalent.
- You have a minimum of five years of relevant experience.
- You have excellent communication skills both spoken and written in French and English.
- You have excellent knowledge of MS office (Word, Excel, Power Point, Outlook).
- You are a cooperative, flexible, and dynamic, team player. with strong interpersonal relations, judgement, and organization skills.
- You have the ability to assess and manage business priorities.