Executive Assistant

Top Aces is a privately owned, Montreal-based global leader in aerospace and defence founded in 2000 by three former Royal Canadian Air Force CF-18 fighter pilots. We provide advanced adversary (Red Air), air-defense and Joint Terminal Attack Controller (JTAC) training services to allied forces around the globe, including Canada, Germany and the USA.

Top Aces is changing the face of air combat training with our innovative technology, highly experienced team and an unparalleled safety record of more than 100 000 operational training hours flown in support of our customers worldwide. Our dynamic team contributes to delivering on our purpose of training the next generation of combat leaders by living our values of Service, Integrity, Excellence, and Together every day

Join our team

**Essential Duties and Responsibilities**:
The Executive Assistant will provide high-level administrative support to the Senior Leadership Team (SLT).

Key responsibilities include, but are not limited to:

- Manage the CEO and Group President’s calendars and daily activities
- Plan and coordinate meetings and events for the SLT (scheduling, reservations, equipment, supplies, refreshments, etc)
- Coordinate domestic and international travel arrangements and accommodations for the SLT
- Process invoices, expense reports and reconcile statements and receipts
- Prepare presentations, meeting materials and reports as needed
- Draft letters and communications
- Record meeting minutes and follow up on related action items, as required
- Perform routine office tasks necessary for the operation and presentation of a professional office environment
- Provide assistance with quarterly all employee calls and weekly operations briefings
- Assist and support company event planning
- Replace reception one day per week and act as backup as required
- Complete general errands as required
- Other related projects and assignments as needed

**Qualifications**:

- Minimum of 10 years of relevant experience and prior experience in an Executive Assistant role
- Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers
- Excellent organizational skills (able to prioritize, multi-task, and effectively manage time)
- Flexibility and adaptability to meet deadlines and manage changing priorities
- Detail-oriented with an emphasis on quality of work
- Excellent computer proficiency (MS Office - Word, Excel, PowerPoint, MS Project and Outlook)
- Motivated self-starter, resourceful with a positive, professional attitude,
- Strong problem-solving skills with the ability to identify alternative solutions
- Exhibits diplomacy, sound judgment and tact
- Demonstrates a high level of confidentiality
- Team focused with the ability to work independently, demonstrate creativity
- Demonstrates strong and visible support of our values
- Maintain compliance with all company policies and procedures

**Working Conditions**
- Off-hour support may be required

**Security Clearance Requirements/ CGP / ITAR**:
Position requires Level 2 Clearance with the Canadian Government and the ability to gain access to the Canadian Controlled Goods Program

By joining Top Aces, you will find:

- A work environment in which service, integrity, excellence and teamwork are highly valued;
- Opportunities for development and growth;
- Multidisciplinary and multicultural collaboration at a local and global level;
- A flexible schedule;
- Attractive benefit plan.

Come share your passion with us Here, you’ll be encouraged, empowered, and challenged to be your best self.

**Equal Employment Opportunity**

At Top Aces, all employees are welcome regardless of race, nationality, colour, religion, sex, gender identity or expression, sexual orientation, disability, or age. The masculine form may be used in this job description solely for ease of reading, but refers to men, women, and the gender diverse.