Summary
The Executive Administrative Assistant is accountable for the provision of an administrative support system for the Safety and Quality Director team through the coordination of priority actions, correspondence control, inter-departmental liaison and the provision of advice, intelligence and interpretations.
Twenty-five percent of the time will be spent providing executive and administrative support services to the Vice President & Chief Safety & Quality Officer.
You will have the opportunity to build relationships and work collaboratively with colleagues, management, employees as well as external contractors. You would enjoy the challenge of dealing with conflicting priorities and demands on management, and the need for you to work simultaneously on many tasks and/or projects. You will use your judgment and discretion when providing support and making administrative decisions that would have an impact on efficiency and effectiveness within the department.
What NAV CANADA offers you:
- Challenging, team-oriented work environment
- Competitive compensation and flexible benefits
- Defined benefit pension plan
- Opportunities for growth and development
- Flexible work arrangements
- Diverse and inclusive workforce
In this role you will:
- Provide general administrative services (e.g., prepare presentations, meeting materials, manage attendance and leave records).
- Produce and manage sensitive and confidential material for management.
- Coordinate letters, documents, and other correspondence.
- Maintain calendars and meeting schedules for the supported leaders.
- Manage budgeting-related tasks such as office supplies, invoice processing, file management, and general office administration.
- Identify and recommend opportunities to streamline services and processes.
- Support the administrative needs of local and regional management to ensure consistency across regions.
- Organize and coordinate meetings, including agenda preparation, scheduling, and minute-taking as assigned.
- Prepare materials for Board and Committee meetings.
- Plan logistics for off-site meetings and events.
- Collaborate with Executive Assistants to support logistics, catering, and coordination for Board Meetings, Senior Leadership Meetings, conferences, and larger-scale events.
- Communicate daily with internal and external contacts, including senior management, acting as a point of contact for external customers and stakeholders, promoting excellent customer service and protecting NAV CANADA’s reputation.
What you bring:
- 3 years’ experience in office administration working with senior executives.
- Experience supporting senior management and providing general office coordination.
- Experience with managing scheduling priorities.
- Proficiency with administrative tools and MS365.
- Experience working in a complex, fast-paced.
- Experience in aviation or a safety‑sensitive industry.
How others describe you:
- Tactful, dependable, and consistently delivering high‑quality work.
- Professional with excellent interpersonal skills and the ability to influence and build trust with integrity.
- Highly organized with strong time management abilities.
- Clear and confident communicator (both written and verbal).
- Shows initiative, works autonomously, and manages tasks with minimal direction.
- Adaptable and able to handle shifting priorities and deadlines.
- Exercises sound judgment with confidential and sensitive issues.
- Comfortable interacting with various levels of management.
- Quick learner, resourceful, and curious.
- Tech-savvy, detail-oriented, and comfortable navigating complex environments.
Working Conditions:
- This position is a hybrid position with an average – 4 days per week on site.
- Occasional travel required
- Standard working hours, may need extended hours on occasion based on Business needs.
