Executive Operations Assistant - On-site - Fort Erie, ON (Temp to Perm)
- $27-32/HR
- Great company culture
- Monday-Friday 8:00-4:30pm
Duties
Our Core Competency Need: We Require a Google Workspace Guru! Can you turn a Presidential inbox and calendar into a genuine masterpiece of organization?
Your Mission: Executive Support & Corporate Calm
● Serve as the "face of the President," maintaining professionalism and etiquette in the Corporate Office
● Master the President's inbox and calendar, ensuring seamless scheduling and meeting preparation
● Assist the Executive Business Manager with offsite meeting logistics (venue, catering, logistics).
● Maintain confidentiality and use a high degree of discretion at all times
● Organize and maintain documents within Google Drive and other digital platforms.
● Channel your inner creative giant to design and manage high-impact presentations in Google Slides (i.e., Board Meetings)
● Coordinate complex domestic and international travel, including detailed meeting schedules and coordination for trips to Europe or customer visits
● Provide administrative support, including the preparation of purchase requisitions, expense reports, and sponsorship requisitions
● Implement process, organization, and calm in the corporate office while partnering on various projects with the Executive Business Manager
Corporate Office & Visitor Readiness
● Ensure onsite meeting rooms are adequately stocked, clean, and organized
● Order and maintain stock of refreshments for the corporate office, kitchen, and meeting rooms
● Ensure all visitors have a seamless experience by managing refreshments, catering, and logistics
Position Description
The Fun Factor: Chief Event Organizer
● This is no small feat: Oversee and organize unforgettable Employee Engagement events that bring the Airbus team together!
● Are you a communication genius AND a visual wizard? CANVA expertise is a must for designing stunning posters, visuals, and crafting compelling content for our internal Global employee platform
● Use your creative mind and event planning experience to successfully manage company-wide corporate events (i.e., Holiday Party, employee appreciation) while overseeing the employee engagement committee to ensure all initiatives reflect the spirit of a global aerospace leader
● Manage vendors and logistics for events such as caterers, photographers, DJ etc
Logistics Requirement: This role requires a professional with their own reliable vehicle to travel between our Fort Erie and Niagara Falls locations and other ad-hoc missions as needed
Position Duties
Executive Support and Calendar Management:
● Manage the President’s complex schedule, including sophisticated calendar management, proactive email monitoring, screening and directing incoming calls, and organizing documents within Google Drive.
● Coordinate and organize meetings, logistics, and various administrative tasks as required.
● Oversee the planning and execution of travel arrangements for the President and Senior Leadership Team members when required. Manage car service for executives, and work in Concur for booking travel and scheduling car service.
● Assist with administrative duties of the department as needed, including preparation of purchase requisitions, expense reports, and sponsorship requisitions.
● Maintain confidentiality and use a high degree of discretion at all times.
● Monitor employee engagement committee budget, and prepare, submit, and reconcile expense reports.
● Undertake and manage special projects and initiatives assigned by the President or the Executive Business Manager.
Corporate Office and Visitor Readiness:
● Ensure onsite meeting rooms are adequately stocked, clean, and organized. Order and maintain stock of refreshments for corporate office, kitchen, and meeting rooms
● Ensure all stakeholders are aware of guests and visitors coming onsite, including facilities, security, IT and Health and Safety. Create and display welcome information and packages for visitors and ensure safety guidelines are sent to all visitors prior to arriving
● Assist SLT team with coordinating external meeting set-up and logistics. Assist Executive Business Manager with securing meeting venues and logistics for all SLT/ELT offsite meetings
● Assist other departments with information on catering, etc.
Position Description
Event Coordination and Internal Communication:
● Oversee and organize company-wide Employee Engagement events that bring the Airbus team together
● Use expertise in Canva to design stunning posters, visuals, and craft compelling content for our internal Global employee platform
● Manage vendors and logistics for events, such as caterers, photographers, and DJs
● Oversee the employee engagement committee to ensure all initiatives reflect the spirit of a global aerospace leader
Qualifications:
Position Requirements: Education/Experience:
● Post-secondary diploma or Equivalent
● An equivalent combination of education, experience and qualifications may be considered
Knowledge, Skills, Demonstrated Capabilities:
● Absolute champion and proficient in GSuite (Docs, Sheets, Slides, Drive, etc.) and Canva
● High level of people skills, demonstrated sensitivity when required with a high level of confidentiality
● You hold a minimum of 5 years of relevant experience directly related to administrative support
● Highly resourceful team-player with the ability to also be extremely effective independently
● Excellent written and oral communication skills
● Demonstrated high energy and flexibility
● Proven experience in special event planning and meeting logistics is required, with a strong ability to manage vendors and execution
● Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
● Excellent communication and interpersonal skills, with the ability to work effectively in a team environment
Candidates will be required to complete a practical skills assessment, including proficiency in Google Workspace and Canva, as part of the interview process
Compensation will be determined based on the successful candidate’s experience, skills, and qualifications, and may also be influenced by internal equity and market conditions.
Apply today!
Pay: $27.00-$32.00 per hour
Application question(s):
- Are you open to a temporary position that could go to a permanent position, and able to work fully on-site in Fort Erie, ON?
- Do you have strong google suite and CANVA experience?
- Do you have a reliable vehicle and are able to travel to various event locations?
Work Location: In person
