Executive Administrative Assistant

Employment Type: Full-time Regular

City: Calgary, AB (YYC)

Posting Open Date: 03/10/2025

Posting Close Date: 03/19/2025 (Please note the posting will close at 11:59pm MST)

Please Note:
This position requires collaboration at the WestJet Campus (22 Aerial Place NE) 5 days per week, Monday - Friday.

Prior to submitting a job application internal candidates are required to advise their direct Leader.

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. Join us, this is where your career story takes off.

Overview of the Role:
As the Executive Assistant (EA) you will provide full administrative support to the Group Chief Experience Officer (CXO). This involves senior administrative responsibilities and management of administrative processes and procedures. You will require a comprehensive understanding of the management of an executive office, organizational structure, priorities, commitments, and goals. As this role is part of, and supported by, a team of Executive Assistants; the successful candidate must be collaborative and have a strong team mentality to be successful. The role requires exceptional communication skills and the ability to work both independently and with broad directives and/or minimal direction. The successful candidate must demonstrate a high standard of excellence, resilience, resourcefulness, and creative problem solving.

This position deals with highly confidential information and requires the ability to exercise considerable discretion, judgement, and independent decision making. The position involves constant multi-tasking and the need to make independent decisions regarding the management of sensitive internal and external information. A varied, exciting and demanding role, at times the stress level of this role is moderate to high. The work is high volume and fast-paced and deals with a broad spectrum of internal and external issues, stakeholders, and priorities. Accuracy and attention-to-detail are essential in this environment with little to no room for error.

Key Responsibilities:
Key responsibilities will include, but will not be limited to:

• Act as an ambassador to the CXO’s office, ensuring those engaging with it have a positive experience and works to positively influence the reputation of the CXO’s office for guests, WestJetters, and other stakeholders.
• Provide the full spectrum of administrative support to the CXO, including managing correspondence, screening requests from internal and external parties, completing and approving expense reports, reconciling and approval of purchase orders and invoices.
• Strategically manage the CXO’s calendars and schedules.
• Share information and feedback on behalf of the CXO as appropriate, be open and receptive to questions, opinions, concerns, ideas, constructive criticism, etc.
• Take the lead role in the planning and execution of the CXO’s commitments, including communications, meetings, presentations, reporting submissions, travel and events.
• Reviews and ensures completeness and accuracy of documents flowing to and from the CXO office, including managing the storage and security of confidential files.
• Working collaboratively with relevant stakeholders, assists with drafting, collecting, and/or organizing accurate presentations, reports and correspondence for the CXO to deliver to the Board and Committees, and to the Executive Leadership Team.
• Research and profile external contacts to help the CXO prepare for engagements.
• Filter, delegate and respond to email, telephone, and social media correspondence on behalf of the CXO.
• Attend meetings, presentations and seminars when delegated.
• Manage special projects when necessary. Examples of special projects can be (but not limited to) coordinating office renovations or moves, planning offsite meetings and events / functions, ordering office supplies, etc.
• Play a critical support role with assisting the executive team and emergency response team in emergency response situations.
• Gather data from the CXO’s direct reports and coordinate necessary reporting.
• Brief the CXO on relevant issues and provide the CXO with reliable and timely advice, support, and liaison services, allowing him/her to focus on the delivery of WestJet strategic priorities and goals.
• As required: coordination, collection, and management of Committee materials according to tight deadlines for quarterly Board and Committee meetings.
• Work with the full EA team to help coordinate Board meeting event management, including but not limited to travel arrangements, meeting room management, catering, Board dinners, etc.

Experience and Qualifications:
Minimum 10 years’ related experience in an Executive Assistant or Senior Administrative Assistant role. Office Management or Business Administration degree from a recognized post-secondary institution is preferred. Advanced knowledge and high proficiency in Outlook, Word, Teams, Power Point; and intermediate knowledge of Excel required. Superior organizational, research, analytical, and time management skills. Excellent negotiation and problem-solving skills. Experience with working with a high degree of diplomacy and good judgment. Maintains strict confidentiality: exercises considerable discretion and judgement identifies conflicts and resolves appropriately. Provides a high level of customer service to internal and external stakeholders; holds themselves and others to high standards of quality. Proven consistency and reliability. Ability to analyze information and summarize messages, champions WestJet as a thriving, successful and profitable business. Ability to communicate effectively with internal and external stakeholders at all levels is essential. Superior written and verbal skills with the ability to respond to various levels of guests, WestJetters, vendors, and other business correspondence on behalf of the Executive(s). Asks questions to clarify or challenge change efforts and seeks out additional information to gain a better understanding of change efforts. Is enthusiastic about what they do; displays drive and energy; ‘rolls up sleeves’ to accomplish goals; highly self-motivated and demonstrates initiative consistently. Ability to own and is accountable for making independent decisions; understands full impact of decisions; consults with people; accesses information and analyses facts from a broad viewpoint; balances the needs of stakeholders; has confidence in decisions; identifies core principles and applies them consistently to decisions. Proactive and able to identify tasks that need to be completed without being instructed. Ability and willingness to see what needs to be done before and without being told. Excellent time management and organizational skill set; follows up to ensure other people’s contributions are on schedule; anticipates problems and ensures contingency plans are available and actioned if needed; meets deadlines; highly detail-oriented with the ability to multi-task and manages time (both their own and the CXOs) effectively. Builds and manages networks and relationships with internal and external customers, establishes needs and reviews requirements; builds respect rather than simply seeking to be liked; represents WestJet professionally.

The benefits of being a WestJetter:
WestJet provides all WestJetters with a competitive total rewards package. On top of that, we offer:

• A fun and friendly culture with colleagues who work together to win
• Travel privileges for you and your family, effective from your start date
• Savings and Benefit programs that are flexible to meet your specific needs

Think we are a fit? Apply now!

About WestJet Group Of Companies
Together with WestJet's regional airline, WestJet Encore, we offer scheduled service to more than 100 destinations in North America, Central America, the Caribbean and Europe and to more than 175 destinations in over 20 countries through our airline partnerships.

Our Safety Promise
At WestJet, the safety and security of our people and our guests is a core value and at the heart of what we do. As safety and security is a shared responsibility, it is expected that you will use safe work practices to ensure your well-being and the safety of others. WestJet recognizes that the use of Alcohol and Drugs can adversely impact a safe work environment and the well-being of others including guests, suppliers and the public, as well as place WestJet's operations at risk. All roles that are identified as safety sensitive are required to pass a Pre-Employment Alcohol and Drug Test as per WestJet's Alcohol and Drug Policy.

Our Commitment to Diversity and Inclusion
We embrace what makes us each unique, and what makes us uniquely WestJet – and that is our people. WestJet is committed to creating an inclusive workplace that celebrates our differences by way of diversity, equity, and inclusion. As an equal opportunity employer, we want to you bring your full self to work and feel appreciated for your contributions. At WestJet, we welcome unique skills, experiences, and backgrounds - if you’re passionate and excited about this role, we encourage you to apply even if you do not meet every single qualification in the posting. We are committed to inclusivity, equity, and accessibility in the selection process. If you require an accommodation during the recruiting process, please let our Talent Acquisition team know.

We thank all applicants for their interest in WestJet; however, only those candidates who are selected will be contacted.

For more information about everything WestJet, please visit WestJet.com