Administrative Assistant

Job title: Administrative Assistant

Job description: 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. Reporting to the Head of the Corporate Audit and Advisory Group, the Administrative Assistant is an important team management role driving the efficient operation of the department by:

• Overseeing internal team management processes and systems, including administering all department sites and systems,
• Developing and running reports to measure team performance and quality,
• Ensuring compliance with internal policies and procedures,
• Working with Corporate Service teams to ensure the department’s facilities, technology and equipment are adequate, and
• Coordinating events, meetings and providing administration support to the department

Key Functions & Accountabilities: (Responsibilities, Activities, Authority levels, etc)

• Team management & internal reporting
• Work with department head and leadership team to collect, organize and report internal team management and performance indicators (Organization, Data, Visualization)
• Oversee administration of internal intranet site, team management applications and tools; developing functional design and layout of sites, managing user access, ensuring internal procedures are followed and overall integrity of underlying information and data (Organization, Internal Compliance, Internal Communication Data, Data Governance/Access)
• Run periodic team and performance management reporting, analyse results, and report/communicate to the department’s leadership team.
• Monitor areas of internal non-compliance and resolve with team members as necessary
• Track department expenditures and monitor budget
• Coordinate team meetings, agendas and scheduling

Quality Assurance Process

• Review and proof external reports; ensuring grammar, formatting and overall presentation meets department standards
• Develop and execute post engagement quality survey with internal clients, ensure completion of survey, analyse results and present to Department Head
• Co-ordinate internal Quality Review Process with leadership team
• Administrative Support
• Organize team events and awareness campaigns with the department’s leadership team
• Coordinate meetings both locally and at remote locations, i.e. book conference rooms, meeting notices, hotels and flight, etc.
• Prepare and file expense reports on behalf of team members
• Manage office supplies and execute orders
• Assist in managing 3rd party relationships and contracts
• Establish and follow internal filing system, ensuring all important department documents and records are organized, safeguarded and retained/disposed in line with Corporate Data Retention Guidelines.

Qualifications

• Minimum grade 12 or equivalent with 2-3 years of diversified experience in administrative and office management role
• Sound knowledge and proficiency of technology skills, including Word, Excel and Power Point / data analysis and visualization experience desired
• Strong organizational skills and disciplined (efficient, high quality, well-structured work)
• Strong sense for detail
• Well-developed interpersonal skills
• High degree of diplomacy, discretion, maturity and judgment
• Fully Bilingual (oral & written) in English and French
• Functional knowledge of other language used across the Air Canada network will be an asset (e.g., Spanish, Mandarin, Arabic, other)

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.
• Mandatory Covid-19 Vaccination Required

Linguistic Requirements

Based on equal qualifications, preference will be given to bilingual candidates.
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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