Executive Assistant (Bilingual)

Employment Type: Full-time Permanent

Location: Calgary, AB

Division/Department: Corporate

Available vacancies: 1

About Avmax:

Avmax is a diverse company offering every product and service related to aviation. We have locations, operations, and deployment worldwide.

Our vision at Avmax Group Inc. ("Avmax") is to simplify our customers' aviation needs through dependable, globally integrated services with trusted results. Established in 1976, our locations include: Calgary (HQ) and Vancouver in Canada, Great Falls and Jacksonville in the USA, Nairobi in Kenya, and N'Djamena in Chad.

Avmax offers the following capabilities: Aircraft Leasing, Airline Operations, Avionics, Component Repairs, Engineering, MRO, Paint and Spares. Avmax's engineering division is a Transport Canada authorized Design Approval Organization (DAO). Avmax's maintenance division is a Transport Canada authorized Maintenance Repair Organization (MRO).

Why work at Avmax?

Avmax has a diverse workforce with opportunity for growth and career advancements. We offer competitive compensation and benefit packages, flexibility, work-life balance and a friendly working environment.

We are proud of our work and commitment to create one of the leading workforce, products and services in the Aviation industry.

About the Role:

A highly organized and detail-oriented Executive Assistant (Bilingual) to provide comprehensive support to our CRO & CFO. This role will involve managing and coordinating various administrative and communication tasks, including drafting, editing, and managing all text-based communication on behalf of the executive. The ideal candidate will possess excellent writing skills, discretion, and the ability to anticipate needs in a fast-paced environment.

Reporting

This Executive Assistant (Bilingual) role reports directly to the CRO & CFO.

Core Competencies

• Bilingual Communication Skills (Mandarin & English)
• Organizational Skills
• Attention to Detail
• Technical Proficiency
• Interpersonal Skills
• Adaptability
• Problem-Solving Skills
• Confidentiality and Professionalism

Key Performance Indicators / Duties & Responsibilities

• Document Preparation: Assist in the preparation of executive reports, presentations, and proposals. Ensure documents are well-organized, clear, and professionally formatted.
• Chinese-English document translation: Complete the translation of documents between Chinese and English as required by the executives.
• Written Communication: Draft, proofread, and send reports, presentations, and other documents on behalf of the executive.
• Correspondence Management: Review, organize, and prioritize incoming communication (emails, letters, etc.), ensuring timely and accurate responses.
• Meeting Coordination: Schedule and prepare agendas, take detailed minutes, and manage follow-up actions for executive meetings.
• Confidentiality: Handle sensitive information with the utmost confidentiality and professionalism.
• Time Management: Manage the executive's calendar, prioritize appointments, and ensure efficient time allocation.
• Travel Arrangements: Plan and coordinate travel itineraries, accommodations, and related logistics.
• Project Management: Assist in tracking the progress of various projects and ensuring deadlines are met.
• Administrative Support: Perform other administrative tasks such as filing, data entry, and expense management as needed.

Qualifications

• High school diploma or equivalent; additional qualifications in Executive Assistant or a related field preferred.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of team.

Experience

• Previous experience in an administrative role is an advantage.

Our recruitment commitments:

• We thank all applicants for their interest; however, only those selected for an interview will be contacted.
• Depending on qualifications, selected candidates may be offered a role at a more appropriate level.
• Avmax Group offers a competitive compensation package including an optimal benefits plan and pension plan.
• Avmax Group Inc. is dedicated to, and prides itself on being an equal opportunity employer. We celebrate and welcome the diversity of all of our employees. Avmax Group Inc. has specific policies in place to prevent discrimination in our hiring practices on the basis of the protected grounds dictated by Canadian legislation. We therefore encourage applications from qualified Aboriginal Canadians, persons with disabilities, members of visible minorities and women.
• Avmax will accommodate the needs of applicants with disabilities throughout all stages of selection process. If you need accommodation during the recruitment process, please advise your HR Representative. Information relating to the needs for accommodation measure will be addressed confidentially.
• In order to be in compliance with the law, employees must be legally eligible to work in Canada.