Adjoint(e) de direction - Executive assistant

AJ Walter Aviation•Montreal, QC

About The Position

AJW Group is a world-leading independent specialist in the supply, exchange, repair and lease of aircraft spare parts. With over 90 years of aviation experience, AJW supports over 1000 airlines across 100 countries. One of the main divisions of the AJW Group is AJW Technique, a state-of-the-art component Maintenance, Repair and Overhaul (MRO) facility with over 160 experienced and passionate technicians in Montreal. The Executive Assistant acts as a strategic partner to the President, providing comprehensive administrative, organizational, and project coordination support. The role is responsible for optimizing executive effectiveness through the management of schedules, communications, travel, meetings, and special initiatives while ensuring seamless coordination across internal and external stakeholders and maintaining strict confidentiality.

Requirements

Degree in administration, business, or related field.
10 years of experience supporting senior executives.
Excellent verbal and written communication in both French and English skills in to be able to communicate efficiently with internal and external stakeholders.
Strong proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, Zoom, etc).
Ability to manage competing priorities, work under pressure, and adapt to changing needs.
Experience in project coordination
You are highly proactive, autonomous, and solution-oriented
High level of discretion, professionalism, and attention to detail.
Strong organizational, time management, and problem-solving skills.

Responsibilities

Manage the President's calendar, including scheduling meetings, appointments, and corporate events.
Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
Monitor and prioritize incoming communications, ensuring timely responses and escalating urgent matters as required.
Serve as a primary point of contact between the President and internal and external stakeholders.
Prepare, proofread, edit, and format executive-level correspondence, reports, presentations, and other business documents.
Attend key meetings as required; prepare agendas, record meeting minutes, and follow up on action items to ensure completion.
Handle highly confidential and sensitive information with professionalism and discretion.
Manage expense reports, invoices, and reconciliation processes in accordance with company policies.
Assist with project coordination, progress tracking, and administrative support for strategic initiatives.
Organize and coordinate logistics for board meetings, leadership meetings, executive retreats, and special events.
Maintain organized records, files, and documentation to support efficient executive operations.
Anticipate administrative needs and proactively identify opportunities to improve executive efficiency and effectiveness.