administrative assistant

Purpose of position

To provide administrative support to the Inflight department with primary focus on the Inflight Training and Inflight Regulatory and Standards business units.

Key responsibilities

• Schedule all third-party training requirements, including month end invoicing and billings.
• Schedule meetings, conference calls and appointments while managing competing priorities.
• Attend conference calls and meetings, prepare minutes as required and conduct follow-up when necessary.
• Act as the Inflight Moderator for JazzNet responsible for the development and updating of all pages.
• Manage Cheers for Peers program.
• Oversee and coordinate necessary repairs to the training facilities (including IT issues).
• Coordinate new hire flight attendant process in consultation with the Inflight Training Quality & Standards Manager and Inflight Training Delivery Leads.
• Source new training equipment, with authorization from Inflight Training Quality & Standards Manager.
• Collaborate with Flight Operations and Inflight Regulatory and Standards on the creation of monthly Briefing Topic of the Month.
• Develop and maintain departmental electronic forms.
• Collaborate in the development and publication of the Inflight newsletter, including drafting and posting internal memos and ensuring content is uploaded to JazzNet.
• Maintain and update the current part-time trainers list, ensuring accuracy in UKG, distribute updates via Teams, and provide the finalized monthly list to the union.
• Maintain and update new hire attrition documentation, including tracking and reporting on reasons for employee departure.
• Manage third party and Toronto (YYZ) classroom spreadsheet.
• Update Return to Work Checklists verifying training information with training plans.
• Assist with the onboarding of new trainers, i.e. pass card requests, JazzNet access, Handheld Device (HHD) name list to Air Canada.
• Manage JazzNet new hire Flight Attendant page & Inflight Training page ? JazzNet moderator.
• Track and monitor training iPad usage and data overages, including reviewing and approving related billing to ensure cost control and compliance with company standards.
• Support the Inflight Training management team in administrative functions and projects as assigned.
• Support the Inflight Training management team with data entry, review, analyzing and production of statistical reports.
• Support the planning, coordination and ongoing initiatives, providing project management support and oversight to ensure alignment with operational and organizations objectives.
• Perform duties in accordance with established policies and procedures while giving primary consideration to personal safety, and the safety of co-workers and customers.
• Perform other related duties, as assigned.

Required qualifications

• Minimum one (1) year experience in office administration.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, OneDrive).
• Excellent written and oral communication skills in English as need to communicate with internal and external customers outside Quebec. Ability to multi-task and work with little supervision.
• Excellent interpersonal skills.
• Ability to listen to and support internal and external customers.
• Excellent Time Management and Organizational skill.
• Ability to work independently or in a teamwork environment.
• Occasional Travel.

Note: French (oral and written) language fluency or working knowledge required for positions in Montreal.

Preferred qualifications

• Degree/Diploma in Office Administration.
• French language fluency or working knowledge.
• Familiarization with etrip, eforms, Jazznet, Crewtrac, etc.
• Professionalism and ability to deal with highly sensitive/confidential information.
• Able to work in high pace operational setting, deadline driven.
• Ability to multi-task and work with little supervision.
• Solid understanding of Industry language.

Benefits of joining our award-winning team

Enjoy exclusive employee travel programs across the Air Canada network, giving you and your family access to incredible des