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Administrative Assistant - Montreal - 21738

Location: DORVAL, QC, Canada
Posting Start Date: Dec 5, 2018
Posting End Date: Dec 12, 2018

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Job Description

Description

Are you passionate about reaching new heights, teamwork and making a meaningful contribution? Do you picture yourself as a valued member of an industry-leading organization? If you answered yes to these questions, Air Canada is seeking enthusiastic individuals to join the diverse and vibrant team working together to lead the growth and expansion of Canada’s flag carrier.


The position will provide administrative support to the cross-functional Maintenance team of Air Canada ACM. The ideal candidate will be a team player with meticulous work standards, possess basic project management skills, can multitask and have exemplary interpersonal skills. This position manages various reporting responsibilities for the business unit and will report to the director of component maintenance.

 

Role and responsibilities:

  • Provide overall administrative guidance and support to three ACM Directors.
  • Manage various confidential matters and materials, and projects i.e. correspondence, telephone queries, etc.
  • Manages assigned correspondence requirements, internal and external, respond as required and as appropriate.
  • Prepare PowerPoint presentations, spreadsheets, graphs, reports as required for Executive projects, and meetings.
  • Interface with suppliers, and executives
  • Proactively follow up with team members to ensure that all identified deliverables are achieved in real time.
  • Manage all aspects of the consultants and contractors hiring Services Agreement contracts, contract renewal and is responsible for logistics planning related to contractor movement.
  • Approve, pays, audits and manages Ariba Invoices for expense claims
  • Manages IMAC/branch technology approvals that have a cost attached to them, approves or denies on behalf of department head.
  • Sources costing, selection and function coordination (dates, times, agenda management, booking, payment, food selection and quantities) for offsite or in-house meetings/conferences at hotels & ad-hoc meeting (as needed)
  • Manages cell phone fleet for supported business units, seeks approval for upgrades, reviews costs associated with Rogers account, travel packages and solely disputes billing and escalates excessive usage.
  • Coordinate meetings both locally and at remote locations, i.e. book conference rooms, meeting notices, hotels and flight, etc.
  • Coordinates and approves costing for recognition events, cakes, retirements, system wide initiatives, arranges and procures banners & posters, manages distribution etc.
  • Prepare, coordinate and distribute meeting material, e.g., agenda, reports, taking meeting minutes etc.
  • Ensures that Company standards and practices are adhered to and acts as a resource person for all employees within the business unit, e.g. contractors, consultants, and active employees.
  • Conduct daily calendar management (Outlook) and proactively adjust schedule based on priorities of three Directors
  • Complete expense reports for the supported Directors
  • Manage vacation, attendance for group as required.
  • Manages the inventory of office supplies for the business unit
  • Monitor and provide updates on departmental budget concerning office supplies and catering.
  • Works with employees to travel to set up, manage and issue branch positive space (J or Y) promo codes, recognition, charities, vendor travel
  • Maintain accurate records & filing of records
  • Support and replace other administrative assistants of ACM when absent or vacation.
  • Other duties as assigned.


 

 

 

Qualifications

  • Minimum grade 12 or equivalent with 5+ years’ experience in providing administrative support in an upper-management capacity. DEC in Administration, Commerce or other administrative discipline or equivalent is an asset.
  • Sound knowledge and proficiency of computer skills, including Word, Excel and Power Point.
  • Excellent organizational skills: planning, priority setting and managing through systems.
  • Excellent communication skills.
  • Strong interpersonal skills: problem solving, customer focused, approachability.
  • A very high degree of diplomacy, discretion, professional maturity and judgement.
  • Ability to multi-task never sacrificing quality
  • Proven customer orientation and ability to work with various client levels
  • Ability to work well and maintain composure under pressure, meet deadlines and work with minimum supervision
  • Familiarity with the airline industry, an asset.
  • Flexibility and willingness to work extended hours, on occasion.
  • Some limited travel may be required.

 

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.


 

 

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