Executive Operations Assistant

Airbus•Fort Erie, ON

4d•Onsite

About The Position

The Executive Operations Assistant is a key professional responsible for providing comprehensive, high-level administrative support, primarily to the President and Senior Leadership Team (SLT), while serving as the "face of the corporate office". This role manages complex calendar and travel logistics, coordinates corporate office readiness and visitor experience, and oversees company-wide employee engagement events and internal communications. The Executive Operations Assistant is expected to maintain professionalism, exercise a high degree of discretion and confidentiality, and manage special projects as assigned by the President or Executive Business Manager. The position requires proficiency in GSuite and Canva, strong organizational and communication skills, and proven experience in event planning and logistics.

Requirements

Post-secondary diploma/degree in Office Administration or Business Administration. An equivalent combination of education, experience and qualifications may be considered.
Minimum 5 years of experience in a Senior Administrative or Operations Support role, preferably in a fast-paced corporate or hospitality environment.
Proven experience managing complex, high-volume executive calendars across multiple time zones and locations.
Demonstrated experience in "Inbox Shadowing": Acting as the first point of contact, triaging emails, drafting responses, and ensuring zero-miss communication.
Experience in Vendor Management: Sourcing and overseeing high-end catering, transportation, and venue services for executive-level meetings.
Portfolio of Work: Experience creating polished, board-ready presentations and employee engagement collateral (using Google Slides and Canva).
Project Management: Proven ability to transform abstract ideas into fully executed project plans with minimal supervision.
Visual Design & Communication Proficiency: Skilled in using Canva and Google Slides to create high-impact, brand-aligned internal communications and presentations.
Logistical Excellence: Precision in executive travel coordination, event planning, and end-to-end meeting logistics.
Stakeholder Management: Exceptional interpersonal skills with a high degree of discretion and the ability to manage diverse professional relationships.
Organizational Agility: Highly resourceful team player capable of prioritizing multiple tasks seamlessly in a fast-paced environment.
This job requires an awareness of any potential compliance risks and a commitment to act with integrity, as the foundation for the Company’s success, reputation and sustainable growth.

Responsibilities

Serve as the “face of the corporate office” maintaining professionalism and etiquette.
Manage the President’s complex schedule, including sophisticated calendar management, proactive email monitoring, screening and directing incoming calls, and organizing documents within GoogleDrive.
Coordinate and organize meetings, logistics, catering, and various administrative tasks as required.
Oversee the planning and execution of travel arrangements for the President and Senior Leadership Team members when required including detailed meeting schedule coordination.
Manage car service for executives, and work in Concur for booking travel and scheduling car service.
Assist with administrative duties of the department as needed, including preparation of purchase requisitions, expense reports, and sponsorship requisitions.
Edit and or create presentations in Google Slides (i.e., Board Meetings).
Maintain confidentiality and use a high degree of discretion at all times.
Monitor employee engagement committee budget, and prepare, submit, and reconcile expense reports.
Undertake and manage special projects and initiatives assigned by the President or the Executive Business Manager.
Ensure onsite meeting rooms are adequately stocked, clean, and organized.
Order and maintain stock of refreshments for corporate office, kitchen, and meeting rooms
Oversee all catering needs for onsite meetings
Ensure all stakeholders are aware of guests and visitors coming onsite, including facilities, security, IT and Health and Safety.
Create and display welcome information and packages for visitors and ensure safety guidelines are sent to all visitors prior to arriving
Assist SLT team with coordinating external meeting set-up and logistics.
Assist Executive Business Manager with securing meeting venues and logistics for all Senior Leadership/Executive Leadership offsite meetings
Assist other departments with information on catering, etc.
Oversee and organize company-wide Employee Engagement events that bring the Airbus team together.
Use expertise in Canva to design stunning posters, visuals, and craft compelling content for our internal Global employee platform.
Manage vendors and logistics for events, such as caterers, photographers, and DJs.
Oversee the employee engagement committee to ensure all initiatives reflect the spirit of a global aerospace leader.
Drive Employee Engagement events and committee, proactive planning for annual events and suggest new innovative ideas.