Executive Assistant, Corporate Office

Job Description:

WE’RE LOOKING FOR AN EXECUTIVE ASSISTANT, CORPORATE OFFICE 

Location: FORT ERIE, ON

Position Summary: 

The Executive Assistant serves as an administrative partner to the President, Corporate Office, and the Senior Leadership Team. This role requires exceptional organizational skills, professional discretion, and the ability to proactively manage complex schedules, communications, and confidential projects to ensure the smooth and efficient operation of the Corporate Office at Airbus Helicopters Canada.

Primary Position Responsibilities: 

Executive Support

• Manages the President’s complex schedule, including sophisticated calendar management, proactive email monitoring, screening and directing incoming calls, and organizing documents within Google Drive.

• Maintains confidentiality and uses a high degree of discretion at all times.

• Ensures the President is aware of all customer deliveries and invites sent to employees accordingly.

• Coordinates/schedules meetings for customer visits, shows and Europe travel etc.

• Prepares, submits, and reconciles expense reports for the President.

• Coordinates and organizes meetings, logistics, and various administrative tasks as required.

• Assists  the Corporate Business Partner with offsite meeting logistics (venue, catering, logistics).

• Ensures onsite meeting rooms are adequately stocked, clean, and organized.

• Supports the planning, coordination, and execution of corporate events (i.e. Holiday Party, employee appreciation).

• Maintains records and contact information for the President. 

• Prepares Purchase Requests for vendor’s accounts payable.  

• Prepares TF documents for domestic and international shipping.

• Enters G&H for sponsorship requests. 

• Assists with presentations when required (i.e. Board Meetings).

• Orders business supplies for the corporate office.  

• Approves the President's direct reports time off requests (ADP).

• Undertakes and manages special projects and initiatives assigned by the President or the Corporate Business Partner.

Travel/Visitors

• Oversees the planning and execution of travel arrangements for the President and SLT members when required. Manages car service for executives and VIP’s. 

• Provides Hotel recommendations and restaurants for visitors

• Assists other departments with information on catering etc. 

• Ensures all stakeholders are aware of guests and visitors coming onsite, including facilities, security, IT and Health and Safety.

• Creates and displays welcome information and packages for visitors.

• Ensures safety guidelines are sent to all visitors prior to arriving. 

• Orders and maintains stock of refreshments for corporate office, kitchen and meeting rooms. 

• Ensures all visitor rooms are stocked and prepared with refreshments prior to arrival.

• Coordinate/assist with travel when needed

• Train on our travel system, Concur

Employee Engagement Committee

• Leads the Employee Engagement Committee meetings and activities.

• Secures venues for employee events.

• Coordinates logistics for annual events and employee appreciation celebrations.

• Creates graphics, forms and communications for social committee initiatives.

• Creates posts for the company’s intranet.

• Cascades event information to employees and management. 

• Acts as the link between the Employee Engagement Committee and Senior Leadership.

Company Employee Store

• Sources new VIP  items for the company store onsite in conjunction with finance. 

• Reviews all items being ordered for the company store before invoices are approved.

• Assists with submitting orders to purchasing.

Position Requirements: 

Education

• Office Administration/Business Administration Diploma or Degree.

• An equivalent combination of education, experience and qualifications may be considered. 

Experience

• 3 years’ administrative experience in Project Management, Business Administration or related field.

• Corporate Event experience (assets).

• Travel Knowledge & experience with Concur (assets).

Knowledge, Skills, Demonstrated Capabilities

• Minimum of five years of administrative level or professional office management experience preferred.

• Strong calendar management and inbox and proficiency with Google Suite and Canva. 

• High level of people skills, demonstrated sensitivity when required with a high level of confidentiality.

• Highly resourceful team-player with the ability to also be extremely effective independently.

• Excellent written and oral communication skills.

• Demonstrated high energy and flexibility.

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

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.

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