Senior Administrative Assistant

Job title: Senior 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. The incumbent will be responsible for administrative support for the Vice President Global HR and for coordination of certain activities of the extended HR team. The ideal candidate will be a team player with meticulous work standards, possess basic project management skills, be able to multitask and have exemplary interpersonal skills. Role and responsibilities

• Provides high-level professional administrative support to the VP Global HR in all aspects of the daily work routine. Maintains calendar, schedules meetings, appointments, and travel arrangements. Proactively adjust schedule based on priorities.
• Manage departmental HR calendar including coordinating meeting schedules, conference calls, and special events. Assists in the preparation and distribution of meeting agendas, summaries, and materials. Manage all aspects and logistics of event planning.
• Tracks project/program activities and participates in project activities, including preparing budget or ad-hoc reports, monitoring vendor invoices, departmental budget, ordering and inventory control, etc.
• In partnership with the VP Global HR, assists in the preparation of documents related to Human Resources Committee and Board of Director Meetings.
• Responsible for maintaining and updating various materials and/or manuals needed in support of Board and/or Executive Compensation processes.
• Effectively manage time, prioritize work, anticipate needs, and multitask across many assignments & projects.
• Direct handling of confidential matters, i.e., correspondence, telephone queries, etc.
• Produces PowerPoint presentations, spreadsheets, graphs, reports as required.
• Assist in the preparation, final formatting and proofreading of reports and briefing documents in a variety of formats.
• Manage information flow in a timely and accurate manner.
• Prepare communications and manage all correspondence, internal and external, respond as required and as appropriate.
• Proactively follow up with team members to ensure that all deliverables are achieved in real time.
• Complete expense reports, manage vacation, attendance for group as required.
• Maintain accurate records & filing of records.
• Provide assistance with special projects as required.
• Other duties as assigned.

Qualifications Minimum College diploma in office automation, administration or any other related discipline with 5+ years’ experience in providing administrative support in an upper-management capacity.

• A very high degree of diplomacy, discretion, professional maturity and judgement.
• Excellent command of French and English, both oral and written.
• Excellent knowledge and proficiency of computer skills, including Word, Excel and Power Point.
• Demonstrates discretion in handling confidential and sensitive information and tact in interpersonal communications.
• Demonstrates a good sense of collaboration and customer service both internally and externally.
• Demonstrates a good ability to work with minimal supervision; Very good ability to plan priorities.
• Very good ability to juggle several files at the same time.
• Great thoroughness in completing tasks.
• Excellent organizational skills: planning, priority setting and managing through systems.
• Strong interpersonal skills: problem solving, customer focused, approachability.
• 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.
• Flexibility and willingness to work extended hours, on occasion.
• Some limited travel may be required.

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

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.

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. The incumbent will be responsible for administrative support for the Vice President Global HR and for coordination of certain activities of the extended HR team. The ideal candidate will be a team player with meticulous work standards, possess basic project management skills, be able to multitask and have exemplary interpersonal skills. Role and responsibilities

• Provides high-level professional administrative support to the VP Global HR in all aspects of the daily work routine. Maintains calendar, schedules meetings, appointments, and travel arrangements. Proactively adjust schedule based on priorities.
• Manage departmental HR calendar including coordinating meeting schedules, conference calls, and special events. Assists in the preparation and distribution of meeting agendas, summaries, and materials. Manage all aspects and logistics of event planning.
• Tracks project/program activities and participates in project activities, including preparing budget or ad-hoc reports, monitoring vendor invoices, departmental budget, ordering and inventory control, etc.
• In partnership with the VP Global HR, assists in the preparation of documents related to Human Resources Committee and Board of Director Meetings.
• Responsible for maintaining and updating various materials and/or manuals needed in support of Board and/or Executive Compensation processes.
• Effectively manage time, prioritize work, anticipate needs, and multitask across many assignments & projects.
• Direct handling of confidential matters, i.e., correspondence, telephone queries, etc.
• Produces PowerPoint presentations, spreadsheets, graphs, reports as required.
• Assist in the preparation, final formatting and proofreading of reports and briefing documents in a variety of formats.
• Manage information flow in a timely and accurate manner.
• Prepare communications and manage all correspondence, internal and external, respond as required and as appropriate.
• Proactively follow up with team members to ensure that all deliverables are achieved in real time.
• Complete expense reports, manage vacation, attendance for group as required.
• Maintain accurate records & filing of records.
• Provide assistance with special projects as required.
• Other duties as assigned.

Qualifications Minimum College diploma in office automation, administration or any other related discipline with 5+ years’ experience in providing administrative support in an upper-management capacity.

• A very high degree of diplomacy, discretion, professional maturity and judgement.
• Excellent command of French and English, both oral and written.
• Excellent knowledge and proficiency of computer skills, including Word, Excel and Power Point.
• Demonstrates discretion in handling confidential and sensitive information and tact in interpersonal communications.
• Demonstrates a good sense of collaboration and customer service both internally and externally.
• Demonstrates a good ability to work with minimal supervision; Very good ability to plan priorities.
• Very good ability to juggle several files at the same time.
• Great thoroughness in completing tasks.
• Excellent organizational skills: planning, priority setting and managing through systems.
• Strong interpersonal skills: problem solving, customer focused, approachability.
• 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.
• Flexibility and willingness to work extended hours, on occasion.
• Some limited travel may be required.

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

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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Randstad Interim Inc. is a corporation formed under the federal laws of Canada. Our corporation number is 797878-2. Our permit number in Quebec is AP-2000610. Our registered office is at 777 Bay Street, Suite 2000 PO Box 128, Toronto, Ontario, M5G 2C8. RANDSTAD, , HUMAN FORWARD and SHAPING THE WORLD OF WORK are registered trademarks of Randstad N.V. © Randstad N.V. 2020

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