Sr. Administrative Assistant

at  WestJet

WHY WESTJET:

Every WestJet journey has the potential to enrich lives; a career with us is no exception.
WestJet arrived on the Canadian airline scene in 1996 and changed the industry for the better. We made air travel more affordable for Canadians and now we’re going global.

PLEASE NOTE:

This position requires collaboration at the WestJet Campus (22 Aerial Place NE) 5 days per week Monday - Friday.
Westjet is currently seeking a Senior Administrative Assistant to support the Technical Operations Team. This dynamic multi-tasking individual is well organized, detail-oriented, proactive, flexible, and committed. A positive approach to building strong cross functional relationships is a must along with a passion for coordination and administration. The Senior Administrator will provide full support to the Vice President of Technical Operations. This position deals with highly confidential information and requires the ability to exercise considerable discretion, judgement, and independent decision making. The work is high volume and fast-paced and deals with a broad spectrum of internal and external issues, stakeholders, and priorities.

QUALIFICATIONS:

• 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
• Likes to have fun!

DUTIES OF THIS POSITION ENCOMPASS A BROAD RANGE OF TASKS WITHIN THE TECH OPS TEAM. SOME OF THE RESPONSIBILITIES WILL INCLUDE, BUT WILL NOT BE LIMITED TO:

• Proactively manage all aspects of Vice President, Technical Operations (“Tech Ops”) calendar and collaborate with other Sr. Administrative Assistants and the Executive Assistant team on meeting coordination with other members of the VP and EVP teams;
• Manage and secure highly confidential and sensitive information, and exercise significant judgment and discretion regarding all communications;
• Compose and send routine and non-routine correspondence on behalf of VP and Directors, and ensure follow-up of all action items are tracked and or completed;
• Prepare, create, and/or edit materials (including presentations and other communications) on behalf of the VP for final review and ensure such materials get sent to intended audiences;
• Liaise with WestJet’s Operations Communications Advisor, and make recommendations on frequency/tone/tools to ensure timely and ad-hoc Tech Ops communications are streamlined;
• Post communication updates/YouTube VLOGS to internal site, and flag any pertinent information to the Tech Ops leadership team that gets posted to social media;
• Liaise with Tech Ops Coordinators to share pertinent information that rolls out from corporate communications;
• Draft pre-reads or briefings, as required;
• Create and prepare agenda items, book meeting rooms, manage catering, and coordinate external travel (if required) using Sabre and Outlook;
• Attend confidential weekly Tech Ops Directors’ meetings, prepare meeting minutes, and follow-up on action items/reporting on behalf of the VP and Directors;
• Liaise with People Relations Manager for Tech Ops to coordinate confidential and sensitive information on behalf of the VP;
• Create People Forms on behalf of Tech Ops Directors and VP for all staff changes/terminations;
• Create requisitions and receive invoices in JDE for invoice payment on behalf of VP for high-level service agreements;
• Liaise with Procurement to ensure they have the proper signed documentation prior to JDE requisitions; proactively ensure that purchase orders are issued prior to work commencement, as they apply to the Vice President, Tech Ops;
• Prepare and submit timely expense reports on behalf of Vice President and all Directors;
• Assist with the organizing, setup, and take-down of team events;
• Manage and create org charts using PowerPoint or Smart-Draw;
• Liaise with Transport Canada and notify TC team of schedule changes to the PRM (Personal Responsible for Maintenance);
• Keep and maintain Tech Ops YYC parking pass sign-out;
• Create and manage electronic and personal files for VP;
• Support VP’s internal guests with all requests, including ensuring access to building and advise physical security of contract extensions;
• Work with VP external guests and develop good working relationships with Vendors and their EA’s;
• Assist with special projects as required; such as onboarding new employees, office space coordination, offsite meeting and event planning, etc.;
• Review current internal processes within Tech Ops, suggest improvements, and implement (as fitting for the business);
• Collaborate with Project Management Office on process improvements and help bridge any gaps between Corporate and Tech Ops, when needed.