Sr Admin Assistant

WestJet Group•Calgary, AB

1d•Onsite

About The Position

In this role, the Senior Administrative Assistant will provide comprehensive support to Vice President Chief Information Security Officer and Vice President Tour Operator. As the organization grows to support its corporate objectives, this role may expand to support other Vice Presidents within the Technology function. The ideal candidate will be a dynamic, multi-tasking individual who is highly organized, detail-oriented, proactive, flexible, and committed. The aviation work environment is cross-country and global requiring an individual who can operate with both local and remote stakeholders in any time zone. This position requires a positive approach to building strong cross-functional relationships and a passion for coordination and administration. The role involves handling highly privileged and confidential information and demands the ability to exercise discretion, sound judgment, and independent decision-making. The work is high-volume and fast-paced, addressing a wide range of internal and external issues, stakeholders, and priorities. This position requires in-person collaboration up to five days a week. This arrangement is subject to change based on business requirements.

Requirements

Degree or diploma in Business Administration or related field
3 to 5 years’ experience in a senior administrative role
Previous experience in dealing with confidential issues is required
Strong written and oral communication skills required with proven experience in a guest service or service delivery environment dealing with problem resolution
Advanced knowledge and high proficiency in MS Office Suite (Outlook, Word, MS Teams, Excel, and Power Point) is required
Attention to detail and accuracy of work required
Strong organization and time management skills; proven ability to deal with multiple tasks in a fast-paced environment
Proven ability to proactively perform job functions, and review current processes to streamline and simplify processes
Proven ability to switch gears fast and often, as the business needs dictate, without disruption to the tasks at hand
Able to work well with all leadership styles and be a self-starter who requires minimal supervision
Flexible and able to take direction (sometimes little direction) and execute tasks in a timely manner; must also be able to work independently with little direction

Nice To Haves

Sabre (for travel booking)

Responsibilities

Calendar Management: Proactively manage all aspects of the Vice Presidents' calendars and collaborate with other Senior Administrative Assistants and the Executive Assistant team on meeting coordination with other members of the VP and EVP teams
Communication: Screening and prioritizing messages from different channels including email, Teams, phone, or in-person and serving as a point of contact between leadership and internal or external stakeholders
Confidentiality: Manage and secure highly privileged, confidential and sensitive information, exercising significant judgment and discretion regarding all communications
Correspondence: Compose and send routine and non-routine correspondence on behalf of the VPs, ensuring follow-up on all action items
Material Preparation: Prepare, create, and/or edit materials (including presentations and other communications) on behalf of the VPs for final review and ensure such materials are sent to intended audiences
Meeting Preparation: Draft pre-reads or briefings as required, create and prepare agenda items, book meeting rooms, manage catering, and coordinate external travel using Sabre and Outlook
HR Coordination: Liaise with Sr. HRBPs to coordinate confidential and sensitive information on behalf of the VPs
People Forms: Create People Forms on behalf of the VPs for all staff changes/terminations
Invoice Management: Create requisitions and receive invoices in JDE for invoice payment on behalf of the VPs for high-level service agreements
Procurement Liaison: Liaise with Procurement to ensure proper signed documentation prior to JDE requisitions and proactively ensure purchase orders are issued prior to work commencement
Expense Reports: Prepare and submit timely expense reports on behalf of the Vice Presidents
Event Support: Assist with organizing, setup, and take-down of team events
Travel Logistics: Planning offsites, conferences, booking flights/hotels/transportation and preparing detailed itineraries
Office Operations: Ordering supplies, liaising with vendors and facilities, and ensuring smooth day-to-day operations with return to office mandates
Org Charts: Manage and create org charts using PowerPoint or Smart-Draw
File Management: Create and manage electronic and personal files for the VPs
Vendor Relations: Work with the VPs' external guests and develop good working relationships with vendors and their EAs
Special Projects: Assist with special projects as required, such as onboarding new employees, office space coordination, offsite meeting and event planning, etc.
Process Improvement: Review current internal processes within your departments, suggest improvements, and implement changes as fitting for the business