Executive Assistant, Office of the President

Company Description

Be part of the journey!

Our mission is to be the preferred airline of our customers and our team.

Open-mindedness, concern for others, intelligence at work and, above all, a healthy dose of fun enable us to achieve great things every day. Our dedication has earned us the title of the world's best leisure airline multiple times, and we’re just getting started.

Want to join us? You will have the chance to enjoy exclusive travel privileges to explore the world and create unforgettable memories. You will also have the opportunity to work in a modern, inspiring environment.

Job Description

Reporting to the Executive Assistant to the President and Chief Executive Officer, the incumbent provides high-level administrative, organizational, and logistical support to the Office of the President. She contributes to the smooth running of executive operations, the visibility of the CEO, and the effective functioning of institutional activities.

Administrative and Organizational Support

• Manage a part of the correspondence and invitations for the Office of the President;
• Ensure the execution and follow-up of certain activities related to the CEO’s schedule, in accordance with established priorities and directives;
• Provide administrative support for the Chief Financial Officer’s (CFO) schedule;
• Prepare, review, and format executive-level documents;
• Organize business travel;
• Prepare and process expense reports (CONCUR);
• Provide administrative support for the CEO’s commitments to external boards of directors;
• Coordinate end-of-quarter activities, including data collection, formatting, printing, and required signatures;
• Optimize and maintain a structured and efficient filing system for documents on OneDrive;
• Provide administrative support to the Finance team (meeting management, schedules, HR follow-ups, timesheets);

Office Logistics and Coordination

• Manage the day-to-day logistics of the Office of the President;
• Prepare, stock, and set up meeting rooms;
• Welcome external guests and ensure a professional and courteous experience.

Communications and Outreach

• Ensure strict adherence to the CEO’s recognition protocol, in collaboration with Internal Communications;
• Provide administrative support for the preparation of the CEO’s quarterly report;
• Manage the CEO’s LinkedIn inbox.

Projects and Initiatives

• Collaborate with the Office of Strategic Initiatives to monitor key projects and initiatives, ensuring that deadlines are met and deliverables are of high quality;

Qualifications

• College diploma (DEC) in office administration or equivalent relevant training.
• At least 5 years of experience in executive support, ideally working with senior management.
• Experience in a complex, matrix, or changing environment.
• Excellent organizational skills, ability to prioritize, and professional judgment.
• Proactive, thorough, and solution-oriented approach.
• Excellent proficiency in MS Office tools (Word, Excel, Outlook, Teams) and demonstrated comfort with collaborative digital tools and AI (e.g., Copilot).
• Ability to learn quickly and adapt to new technologies.
• Fluency in spoken and written French and English*.

Additional Information

Must be present at the office (300 Léo-Pariseau), 4 days a week.

Remote work is possible 1 day a week.

*A good knowledge of French is required for positions in Quebec. The incumbent will be required to communicate and collaborate frequently in English, both orally and in writing, with colleagues, customers, and other stakeholders in Quebec, the rest of Canada, and internationally.

**Artificial intelligence tools are used to analyze applications, whether to sort or preselect profiles based on criteria related to job requirements. All applications are then reviewed by our recruitment team to ensure a fair and inclusive process.

Employment Equity

At Transat, we foster an environment where inclusiveness, respect and equity reign. We endeavour to build a workforce that reflects the diversity of our customers as well as the communities to which we travel. We encourage women, members of visible minorities, ethnic minorities, aboriginal peoples as well as people with disabilities to submit their candidacy. Transat will accommodate people with disabilities throughout the recruitment and selection process. If you require an accommodation, please contact us in order to work together in meeting adequately your needs. 

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