Job Description

Position Summary:

We are seeking a detail-oriented Administrative Assistant to provide essential support to our client's department, Branch, and Board of Directors. The successful candidate will play a crucial role in maintaining efficient administrative processes and facilitating smooth operations within our organization. If you are proactive, organized, and thrive in a dynamic environment, we encourage you to apply. This position will be located in Dorval, QC.

Key Tasks and Responsibilities:

• Respond to inquiries and determine appropriate action required.
• Maintain a bring-forward system and ensure outstanding issues are addressed promptly.
• Assist the Management team in organizing their time, including scheduling meetings, appointments, and videoconference sessions.
• Coordinate the scheduling of events, boardrooms, and catering for the Board of Directors.
• Prepare travel arrangements for Branch members and the Board of Directors.
• Verify and provide financial coding for invoices.
• Oversee per diem submissions for the Board of Directors.
• Implement, monitor, and identify areas for improvement in administrative processes.
• Plan and coordinate logistics and catering for various events.
• Conduct research, collect data, and consolidate information into reports.
• Perform general office duties including typing, formatting, photocopying, and maintaining office equipment.
• Assist and support the Branch or Directorate with various tasks and projects as required.

Partnerships and Stakeholder Relations:

• Establish and maintain networks and collaborative working relationships within the organization to facilitate senior-level meetings.

Continuous Improvement:

• Conduct research on best practices related to administrative processes and systems.
• Implement and identify areas for improvement in administrative processes.

Qualifications and Knowledge:

Essential:

• High school or college diploma with relevant experience in office administration.
• 1-2 years of experience providing administrative support.
• Experience in layout and formatting complex reports, correspondence, and documents.
• Experience processing invoices and maintaining budget spreadsheets.
• Knowledge of general administration practices and secretariat support.
• Advanced proficiency in Microsoft Office Suite.
• Proficiency in French and English

Valuable:

• Knowledge of relevant legislation affecting the organization.
• Understanding of the aviation industry and related regulatory issues.

Core Skills:

• Ability to multitask and manage priorities efficiently.
• Strong attention to detail.
• Excellent communication skills, both oral and written.
• Tactful, cooperative, and discreet.
• Ability to work independently and collaboratively.
• Experience in coordinating travel arrangements and preparing meeting minutes.

Other Job Requirements:

• Ability to work overtime as required.
• Ability to obtain and maintain a Secret security clearance.

Flexible Workplace Category:

• Identified Job Categories: Primary On Site