Reporting to the Vice President of Operations, the Executive Assistant, Aircraft Owner Services and Project Management, plays a cross-functional role in coordination, follow-up, and administrative support for aircraft owners and internal teams.
Your role
Aircraft Owner Communications
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Manage and follow up on communications with aircraft owners regarding matters related to their aircraft.
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Coordinate follow-ups related to scheduled and unscheduled maintenance, inspections, maintenance work, and technical events requiring communication with owners.
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Coordinate, when necessary, the scheduling of a replacement aircraft when an aircraft becomes unavailable.
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Participate in the follow-up of new management agreements, contract renewals, and special requests from aircraft owners.
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Support administrative follow-ups related to engine program contracts, suppliers, and contractual files.
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Monitor insurance renewal documentation in coordination with the responsible stakeholders.
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Assist with administrative follow-ups related to the recruitment, assignment, or transition of pilots dedicated to a specific owner or aircraft.
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Clarify special billing situations when operational circumstances must be explained to the client or the Finance team.
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Maintain professional, clear, and consistent communication with clients, aircraft owners, and internal stakeholders.
Project Management
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Demonstrate the ability to work effectively in a fast-paced environment where priorities change rapidly.
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Collaborate closely with senior management and maintain a strong team-oriented approach.
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Coordinate and monitor internal projects involving multiple departments.
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Maintain cross-functional visibility on the progress of assigned projects and initiatives.
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Conduct necessary follow-ups with relevant teams to ensure deadlines are met.
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Update and maintain project management software and tools used by the organization.
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Participate in the monitoring of aircraft sales, acquisitions, imports, and transition projects (brokerage activities).
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Prepare progress reports, action item lists, and decision-tracking summaries for active projects.
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Identify roadblocks, delays, or issues requiring the attention of the Vice President of Operations.
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Contribute to the continuous improvement of project tracking, document management, and coordination processes.
Administrative and Executive Support
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Work closely with the Vice President of Operations to support various administrative activities and follow-ups.
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Prepare, draft, and maintain minutes of directors’ meetings and other assigned meetings.
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Assist with calendar management, deadline reminders, and meeting preparation.
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Prepare tracking documents, reports, summaries, spreadsheets, and internal communications as required.
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Maintain an organized filing system for documents related to clients, projects, contracts, and aircraft.
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Support the preparation of communications intended for clients, aircraft owners, suppliers, and internal teams.
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Perform any other related duties associated with supporting the Vice President of Operations and meeting the organization’s operational needs.
Requirements
Required qualifications
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Relevant experience in an administrative, coordination, customer service, or project management role.
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Experience in aviation, aircraft management, or serving a high-end clientele is considered a strong asset.
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Excellent command of both French and English, spoken and written.
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Strong proficiency in the Microsoft Office Suite.
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Knowledge of Microsoft Teams, SharePoint, Planner, or other project tracking and collaboration tools.
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Knowledge of FOS, Corridor, CAMP, or other aviation operations and maintenance software is considered an asset.
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Ability to manage multiple files and priorities simultaneously with professionalism, discretion, and attention to detail.
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Canadian citizenship or permanent resident status.
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Eligibility to obtain a Restricted Area Identity Card (RAIC).
Your skills
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Strong organizational skills, attention to detail, and a consistent, methodical approach to work.
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Meticulous attention to detail in document preparation, filing, and follow-up activities.
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Excellent follow-up and coordination skills, with the ability to proactively track outstanding items.
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Ability to work independently while respecting established priorities and deadlines.
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Professional judgment and discretion when handling confidential and sensitive information.
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Strong interpersonal and communication skills when interacting with clients, aircraft owners, suppliers, and internal teams.
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Ability to quickly understand and navigate operational, administrative, and contractual matters.
Benefits
Our offer
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Experienced and dynamic team
- Uniform provided
- Competitive salaries based on licenses and experience
- Flexible schedule
- RRSP
- 3 weeks of vacation after the first year of service
- 5 personal days
- Comprehensive benefits package, including:
- Group insurance
- Employee & Family Assistance Program
- Life insurance
- Short- and long-term disability insurance
- Dental and prescription drug coverage
