Executive Assistant

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 advancement. 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 workforces, products, and services in the Aviation industry.

About the Role:

A highly organized and detail-oriented Executive Assistant (Text Secretary) to provide comprehensive support to our CRO. 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 (Text Secretary) role reports directly to the CRO.

Core Competencies

• Professional English and Chinese (Mandarin) writing and communication skills.
• Exceptional ability to comprehend and organize information into written form.
• Exceptional learning ability and comprehension skills.
• Capable of independent thinking, judgment, and work under pressure.
• Attention to detail and a proactive work ethic.
• Strong ability to plan information archiving and retrieval.

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

• Bachelor's degree or above.
• Proven experience as an Executive Assistant, Personal Assistant, or similar role, preferably in a corporate environment.
• Exceptional written and verbal communication skills in both Chinese and English, with a strong ability to draft professional documents.
• Working experience in aviation or finance industry is an asset.
• Possesses strong intuition and comprehension skills, is passionate about work, and excels at completing tasks quickly, efficiently, and with high quality.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Strong organizational and time management skills, with the ability to multitask and prioritize workload.
• Shows integrity, ingenuity, and assertiveness in the performance of tasks.
• Excellent ability to manage and prioritize tasks in a fast-paced demanding environment.

Experience

• Minimum 2 years' experience in a senior text secretary type position.
• Experience working in high-level executive environments.

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 will accommodate the needs of applicants with disabilities throughout all stages of the selection process. If you need accommodation during the recruitment process, please advise your HR Representative.
• In order to be in compliance with the law, employees must be legally eligible to work in Canada.