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Executive Assistant

3 months 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.
Providing administrative support to the Vice President, Taxes, the ideal candidate will support to the Tax Department to ensure efficient operation of the office. The candidate will be a team player with meticulous work standards, basic project management skills, has the ability to prioritize and multitask, and has exemplary interpersonal skills. The nature of the work demands complete confidentiality, as well as strong organizational and communication skills.
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, other branches and subsidiaries, tax authorities and external vendors / clients.
  • Conduct daily calendar management (Outlook) and proactively adjust their schedule based on priorities.
  • Manage and prioritize tasks.
  • Manage all correspondence, internal and external (including from taxation authorities), responding as needed and appropriately.
  • Organize meetings and internal events from end to end (planning, agenda, scheduling, technology and taking minutes / action items).
  • Coordinate meetings both locally and at remote locations (incl. conference rooms bookings) and travel arrangements, including flight, hotel, meals and car rental reservations.
  • Assist in the quality management of working documents: Proofread, format.
  • Coordinate and / or prepare reports and other materials for meetings, e.g. agenda, reports, presentations, etc.
  • Complete expense reports for team.
  • Create / maintain contact lists and spreadsheets.
  • Monitor, compile information and provide updates on departmental budget.
  • Maintain accurate records & update 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.
  • Maintain and update extensive filing system.
  • Administer telecommunications and all office equipment for the branch (contact person with the provider and IT, order mobile phones and monitor invoices)
  • Assist in the orientation of new staff.
  • Compilation of monthly timesheets for the team and prepare support for the invoicing.
  • Provide general office management support to the team.
  • Manage vacation calendar for the Tax Department.
  • Order office supplies for the Tax Department.
Qualifications
  • Minimum of a high-school diploma.
  • Fifteen years' experience in a similar position supporting Executive or senior management level positions would be an asset.
  • Excellent organizational skills: planning, priority setting efficient, high quality, well-structured work.
  • 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.
  • Excellent time management skills.
  • Strong attention to details.
  • Expert knowledge of Windows and all Microsoft Office products.
  • Knowledge of new tools such as CoPilot is an asset.
  • Flexibility and willingness to work extended hours, on occasion.
  • Desire to take on new initiatives, to learn and adapt to new types of tasks and requirements.
  • Ability to multi-task without compromising quality of output.
  • Proven customer orientation and ability to work with various client levels.
  • Autonomous, dynamic with strong personal initiative.
  • Possess discipline and strong problem-solving skills.
  • Fully Bilingual (oral & written) in English and French.
  • Familiarity with a tax department and / or the airline industry is an asset.
Conditions of Employment:
  • Candidates must be eligible to work in the country of interest, at the time any offer of employment is made and seeking any required work permits/visas or other authorizations which may be required is the sole responsibility of the candidates applying for this position.
Linguistic Requirements
Bilingual (English and French)
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.
As an equal opportunity employer, we welcome applications from all to help us build a diverse workforce which reflects the diversity of our customers, and communities, in which we live and serve.
Air Canada thanks all candidates for their interest; however only those selected to continue in the process will be contacted.