Administrative Assistant

at  Nieuport Aviation

ABOUT THE ORGANIZATION:

Nieuport Aviation owns and operates the passenger terminal at the award-winning Billy Bishop Toronto City Airport. Backed by significant international expertise in managing aviation infrastructure, we are committed to world-class customer service for the airport’s 2.8 million passengers. We are owned by institutional investors advised by J.P. Morgan Asset Management, which are core infrastructure investors with a long-term investment horizon and ongoing access to capital, including investments on behalf of millions of Ontario and Canadian families.
Nieuport is committed to a diverse and inclusive workplace. Nieuport is an equal opportunity employer and does not discriminate based on race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, and/or another legally protected status. Nieuport is committed to a positive, supportive, and inclusive environment.
We encourage applications from qualified candidates and will work to reasonably accommodate applicants’ accessibility needs throughout all stages of the recruitment and selection process.

KEY ACCOUNTABILITIES:

Administrative

• Provide administrative support to the Director Office of the CEO
• Proactively manage calendars coordinating meetings, conferences and events based on business priorities, including working with external parties.
• Manage expenses, including preparing and submitting reports to the Finance department.
• Make travel arrangements, booking flight/hotel reservations as needed.
• Organize the execution of various confidential documents.
• Support the overall objectives of the executive management team with the coordination of meeting planning and materials, including providing administrative support, organizing board meetings, and team meetings, helping with town hall meetings, etc.
• Provide admin support to the HR department and assist in logistical planning of various team events, training, and lunch and learning sessions.
• Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person.
• Other duties as assigned.

Office Management

• Own the vibe and functionality of our office space, creating an environment that inspires connection and productivity.
• Order office and kitchen supplies and maintain inventory.
• Ensure the general office space is kept tidy and welcoming.
• Assist with budget planning and manage event expenses to deliver exceptional events within allocated budgets.
• Open and distribute incoming regular and electronic mail and other material and coordinate the flow of information internally and with other departments and organizations
• Order catering for events, meetings or training sessions. Handle various ad hoc matters, and participate in different projects, as assigned.
• Ad hoc duties as assigned.

Key Qualifications

EDUCATION & CERTIFICATIONS:

• Bachelor’s degree or College diploma, preferably in a related field.
• Bilingualism in English and French, or proficient in other languages is an asset.

Knowledge, Skills & Experience

• Minimum of 1-3 years of experience in an administrative role OR a combination of equivalent professional experiences and trainings.
• Background in administrative assistance with an understanding of best practices, confidentiality.
• Demonstrated ability to coordinate events for stakeholders with a focus on delivering value.
• Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook, MS Forms, Sharepoint).
• Self-starter with excellent decision-making skills and a proactive approach to solving problems.
• Strong customer service and communication skills.
• Ability to handle multiple projects and prioritize workload.
• Ability to work both independently and within a team.
• Familiarity with (or passion for) the aviation industry is a plus.
• Must be eligible to obtain a Restricted Area Identity Card (RAIC)

Reporting to the Director Office of the CEO, the Administrative Assistant will work closely with employees and leadership to ensure all office functions and administrative activities are processed in an efficient, accurate and timely manner to keep driving improvements and cost-efficiencies. They will also execute events and initiatives that contribute to the overall passenger experience and enhance the airport’s reputation.