Senior Administrative Assistant (100400)

Employment Type: Full-time Regular

City: Calgary, AB (YYC)

Posting Open Date: 03/31/2025

Posting Close Date: 04/09/2025 (Please note the posting will close at 11:59pm MST)

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.

Please Note:

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

WestJet is currently seeking a Senior Administrative Assistant to join the Integrated Planning Team. In this role, the Senior Administrative Assistant will provide comprehensive support to the Vice President of Integrated Planning, as well as one other Vice President on the operations team. The ideal candidate will be a dynamic, multi-tasking individual who is highly organized, detail-oriented, proactive, flexible, and committed. This position requires a positive approach to building strong cross-functional relationships and a passion for coordination and administration. The role involves handling highly confidential information and demands the ability to exercise discretion, sound judgment, and independent decision-making. The work is high-volume and fast-paced, addressing a wide range of internal and external issues, stakeholders, and priorities.

Key Responsibilities

Duties of this position encompass a broad range of tasks. Some of the responsibilities will include, but will not be limited to:

• Calendar Management: Proactively manage all aspects of the Vice Presidents' calendars and collaborate with other Sr. Administrative Assistants and the Executive Assistant team on meeting coordination.
• Confidentiality: Manage and secure highly confidential and sensitive information, exercising significant judgment and discretion regarding all communications.
• Correspondence: Compose and send routine and non-routine correspondence on behalf of the VPs, ensuring follow-up on all action items.
• Material Preparation: Prepare, create, and/or edit materials (including presentations and other communications) on behalf of the VPs for final review.
• Communication Liaison: Liaise with WestJet’s Operations Communications Advisor to ensure timely and ad-hoc communications are streamlined.
• Internal Updates: Post communication updates and YouTube VLOGS to the internal site, flagging any pertinent information to the leadership team.
• Meeting Preparation: Draft pre-reads or briefings, create and prepare agenda items, book meeting rooms, manage catering, and coordinate external travel.
• Meeting Attendance: Attend confidential weekly meetings, prepare meeting minutes, and follow up on action items/reporting.
• HR Coordination: Liaise with Sr. HRBPs to coordinate confidential and sensitive information on behalf of the VPs.
• People Forms: Create People Forms on behalf of the VPs for staff changes/terminations.
• Invoice Management: Create requisitions and receive invoices for payment on behalf of the VPs.
• Procurement Liaison: Liaise with Procurement to ensure proper signed documentation and proactively ensure purchase orders are issued.
• Expense Reports: Prepare and submit timely expense reports on behalf of the Vice Presidents.
• Event Support: Assist with organizing, setup, and take-down of team events.
• Org Charts: Manage and create org charts using PowerPoint or Smart-Draw.
• Parking Pass Management: Maintain YYC parking pass sign-out for the departments.
• File Management: Create and manage electronic and personal files for the VPs.
• Guest Support: Support the VPs' internal guests with all requests.
• Vendor Relations: Work with the VPs' external guests and develop good working relationships with vendors.
• Special Projects: Assist with special projects as required.
• Process Improvement: Review current internal processes, suggest improvements, and implement changes.
• Project Management Collaboration: Collaborate with the Project Management Office on process improvements.

Qualifications:

• Degree or diploma in Business Administration or related field;
• 3 to 5 years’ experience in a senior administrative role;
• Previous experience in dealing with confidential issues is required;
• Strong written and oral communication skills;
• Advanced knowledge and high proficiency in MS Office Suite is required;
• Attention to detail and accuracy of work required;
• Strong organization and time management skills;
• Proven ability to proactively perform job functions;
• Able to work well with all leadership styles;
• Flexible and able to take direction and execute tasks in a timely manner;
• Likes to have fun!

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. 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. All roles that are identified as safety sensitive are required to pass a Pre-Employment Alcohol and Drug Test.

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.

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.

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.

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