Job Description
Provide administrative support to the Vice President, Product of Air Canada. The ideal candidate will be a team player with meticulous work standards, basic project management skills, the ability to prioritize and multitask, and has exemplary interpersonal skills. The nature of the work demands complete confidentiality.
Duties and Responsibilities
Your main responsibilities in this role include the following:
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 and external customers
Conduct daily calendar management (Outlook) and proactively adjust their schedule based on priorities
Manage and prioritize tasks and emails
Organize meetings from end to end (planning, agenda, scheduling, and technology)
Coordinate travel arrangements, including flight, hotel, meals and car rental reservations
Prepare PowerPoint presentations
Coordinate and/or prepare reports and other materials for meetings
Complete expense reports
Create/maintain contact lists and spreadsheets
Monitor and provide updates on departmental budget
Maintain accurate records & 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
Administer telecommunications for the branch (contact person with the provider and IT, order mobile phones and monitor invoices)
Other duties as assigned
Job Requirements
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
Excellent organizational skills: planning, priority setting and managing through systems
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
Expert knowledge of Windows and all Microsoft Office products
Flexibility and willingness to work extended hours, on occasion
Some limited travel may be required
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