Job Description The Executive Assistant will support the Engineering Director in the A220 commercial aircraft program by managing communications, scheduling, budgeting, travel, and administrative tasks.
Responsibilities Manage the Engineering Director's emails to ensure prompt responses to internal stakeholders and external suppliers; draft responses and/or reply independently when appropriate.
Follow up on actions assigned to the direct team.
Organize the Director's calendar, making necessary changes according to daily priorities.
Respond to information requests, schedule meetings, prepare necessary documentation and ensure follow-up actions.
Maintain the team's governance calendar and ensure all governance‑related deadlines are met.
Maintain and manage effective budget tracking for the team and validate expense reports.
Prepare PR forms and PO requests for the department and subcontractors.
Follow up with accounts payable for outstanding payments.
Participate in drafting memos, proofreading and translating various documents.
Prepare travel itineraries and make necessary reservations.
Maintain contact with various direct reports, as well as with members of senior management in Canada and Europe.
Manage expense accounting using appropriate tools,
including coordinating expense reimbursements with service providers.
Create all IT and access requests for recent hires: access, badges, IT equipment, etc.
Manage and organize onboarding sessions for new hires.
Manage and order office supplies.
Provide administrative support to the management team, including meeting organization, catering orders, room bookings, etc.
Provide administrative and on‑site support for external supplier visits.
Organize and oversee Engineering function events.
Coordinate communications addressed to the Engineering community.
Perform any other tasks relevant to the role.
Qualifications Minimum of 5 years of relevant experience directly related to administrative support.
Strong knowledge of office tools (Google Suite, SAP).
Excellent communication skills in French and English (written and spoken).
Ability to plan, organize and prioritize; take initiative; exercise sound judgment; anticipate needs and requirements; and work under time/pressure constraints.
Demonstrates discretion, teamwork skills, customer orientation, attention to detail and the ability to work within a versatile, multicultural team.