WestJet Jobs Calgary | Sr. Administrative Assistant

WestJet

Job Description

WestJet is currently seeking an Sr. Administrative Assistant to support our Vice President (VP) of Digital and our Vice President (VP) of Loyalty Programs. 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 internal and external information. The work is high volume and fast-paced and deals with a broad spectrum of internal and external issues, stakeholders, and priorities. Accuracy is essential in this environment with little to no room for error.

Benefits and Offers

• 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

• Savings and Benefit programs that are flexible to meet your specific needs

Duties and Responsibilities

Your main responsibilities in this role include the following:

• Act as an ambassador to both VP’s offices, ensuring those engaging with it have a positive experience and works to positively influence the reputation of both VP’s offices for guests, WestJetters, and other stakeholders;

• Collaborate with other Sr. Administrative Assistants and the Executive Assistant team on meeting coordination with other members of the VP and EVP teams;

• Provide the full spectrum of administrative support to VP’s, 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 both the VP of Digital and the VP of Loyalty’s calendars and schedules;

• Take the lead role in the planning and execution of both VP’s commitments, including communications, meetings, presentations, reporting submissions, travel and events; 

• Reviews and ensures completeness and accuracy of documents flowing to and from both VP’s offices, 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 both VP’s to deliver to the Board and Committees, and to the Executive Leadership Team;

• Research and profile external contacts to help the both VP’s prepare for engagements; 

• Filter, delegate and respond to emails, telephone, and social media correspondence on behalf of both VP’s;

• 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, etc; 

• Play a critical ad hoc support role with assisting both VP’s teams and emergency response team in emergency response situations;

• Gather data from both VP’s direct reports and coordinates necessary reporting; 

• Brief both the Digital and Loyalty VP on relevant issues and provide both VP’s with reliable and timely advice, support and liaison services, allowing him/her to focus on the delivery of WestJet strategic priorities and goals.

Job Requirements

• Office Management and or Business Administration Degree;

• 3 to 5 years’ experience in a senior administrative role;

• 3-5 years’ experience working in an Executive Assistant/Sr. Administrative Assistant capacity and managing a one or more Vice President’s, in an organization of similar scope, scale and complexity to WestJet; 

• 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; 

• Highly experienced and able to provide financial support when it comes to dealing with vendor setups, purchase orders, contract tracking and follow up as well as, helping with financial overview;

• Experience in dealing with confidential issues is required;

• Strong written and oral communication skills required with proven experience in a guest service or service delivery environment dealing with problem resolution;

• Must be able to proactively perform job functions, and review current processes to streamline and simplify processes;

• Must be able to switch gears fast and often, as the business needs dictate, without disruption to the tasks at hand;

• Works well with all leadership styles and be a self-starter who requires minimal supervision;

• Adaptable and able to take direction (sometimes little direction) and execute tasks in a timely manner; must also be able to work independently with little direction.

Job Details

Company: WestJet

Employment Type: Full-time

Job Location: Calgary, AB, Canada

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