Executive Assistant

3 weeks ago

Dorval, Canada Air Canada Full time

**Description**

**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.**

**Responsibilities**:

- Establish and maintain effective relationships with key members of the organization and gain their trust and respect.
- Interface/liaise regularly with other Air Canada Executives, their assistants, their leadership teams and external customers.
- Conduct daily calendar management (Outlook) and proactively adjust their schedule based on priorities.
- Organize meetings and internal events from end to end (planning, agenda, scheduling, technology and taking minutes/action items).
- Coordinate travel arrangements, including flight, hotel, meals and car rental reservations.
- Order office supplies for the Corporate Audit and Advisory group.
- Assisting in the quality management of working documents; Proofread, format.
- Prepare and review documents including PowerPoint presentations and prepare and review analyses in Excel including annual audit planning and quarterly Board reporting and Annual budget.
- Coordinate and/or prepare reports and other materials for meetings.
- Complete expense reports.
- Document and update team processes and procedures.
- Create/maintain contact lists and spreadsheets.
- Monitor and provide updates on departmental budget.
- Maintain accurate records & filing of records.
- Provide assistance with special projects as required.
- Proactively follow up with team members to ensure that all deliverables are achieved in real time.
- Administer and run reports (real-time reporting and allocation).
- Develop and execute post engagement quality survey with internal clients, ensure completion of survey and analyze results.
- Administer telecommunications for the branch (contact person with the provider and IT, order mobile phones and monitor invoices)
- Assist in completing audit procedures, testing and documentation as assigned.
- Administer logical access to the internal audit system and SharePoint.
- Assists in the orientation of new staff.
- Coordinate relationships with 3rd parties / consultants supporting the corporate Audit & Advisory branch (e.g., scheduling meetings, reviewing reports, coordinating approval of documents (legal & other supporting branches), invoices).

**Qualifications**
- Minimum of a high-school diploma.
- Five years' experience in a similar position supporting Executive or senior management level positions would be an asset.
- Excellent organizational skills: planning, priority setting and managing through systems.
- Ability to work well and maintain composure under pressure, meet deadlines and work with minimum supervision.
- Strong sense of initiative and disposition to innovate to improve processes.
- Strong interpersonal skills: problem solving, customer focused, approachability.
- A very high degree of diplomacy, discretion, professional maturity, and judgement.
- Looks beyond the obvious and is able to overcome obstacles and challenges.
- Excellent communication skills.
- Expert knowledge of Windows and all Microsoft Office products.
- Flexibility and willingness to work extended hours, on occasion.
- Some limited travel may be required.

**Conditions of Employment**:
**Linguistic Requirements**

**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.

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