Buffalo is seeking a detail-oriented, organized, and proactive Administrative Assistant to provide essential administrative and clerical support to Flight Operations management, Chief Pilots, and designated aviation personnel. This position plays an important role in ensuring the smooth and efficient functioning of the department through the coordination of administrative activities, maintenance of flight crew records and documentation, training schedule coordination, tracking of document expiry dates, preparation of reports, and support for regulatory compliance and audit readiness.

The successful candidate will assist in maintaining accurate electronic records, monitoring administrative deadlines, coordinating information between Flight Operations and other departments, and supporting continuous improvements in administrative processes. The ideal candidate will demonstrate strong organizational and communication skills, attention to detail, discretion in handling confidential information, and the ability to manage multiple priorities while ensuring that administrative processes align with company policies, procedures, and applicable Transport Canada requirements.

Key Responsibilities

1. Executive & Administrative Support

- Provide administrative support to Flight Operations management, Chief Pilots, and designated aviation managers.
- Manage calendars, meetings, appointments, correspondence, reports, and presentations.
- Track management decisions, pending approvals, deadlines, and outstanding tasks.
- Coordinate communication between Flight Operations and other departments.
- Handle confidential operational and personnel information professionally.

2. Flight Crew Records & Documentation

- Maintain pilot files, licences, medical certificates, ratings,



and qualification records.
- Track document expiry dates, renewals, and outstanding submissions.
- Ensure records are accurate, organized, up to date, and accessible to authorized personnel.
- Support electronic recordkeeping, document control, and audit preparation.

3. Training & Qualification Coordination

- Coordinate initial, recurrent, and annual flight crew training schedules.
- Liaise with pilots, instructors, Training Captains, and training providers.
- Track training completion, assessments, qualifications, and outstanding documentation.
- Maintain training records and prepare status reports.

4. Flight & Duty Time Administration

- Assist with maintaining and reconciling flight-time and duty-time records.
- Identify missing or inconsistent information and report potential discrepancies to authorized personnel.
- Prepare administrative reports and maintain supporting documentation.

5. Regulatory Compliance & Audit Support

- Organize documentation related to Transport Canada requirements and company procedures.
- Maintain compliance trackers and follow up on outstanding audit findings and corrective actions.
- Ensure approved manuals, policies, and procedures are current and properly maintained.
- Support internal audits and regulatory inspections.

6. Document Control & Digital Systems





- Prepare and distribute approved operational communications and departmental documents.
- Maintain electronic records, spreadsheets, calendars, and tracking systems.
- Use Microsoft Office applications, particularly Excel, Word, Outlook, and PowerPoint.
- Support digital recordkeeping, workflow automation, and approved AI tools to improve administrative efficiency.

7. Operational Planning Support

- Coordinate administrative information related to staffing, training, meetings, and operational planning.
- Maintain departmental trackers and follow up on outstanding requirements.
- Prepare management summaries and identify administrative gaps or scheduling conflicts for appropriate personnel.
- Support operational efficiency while leaving regulated operational decisions to authorized personnel.

Qualifications & Skills

- Minimum 2 years of experience in executive assistance, aviation administration, or a similar role.
- Aviation experience and familiarity with Transport Canada requirements are preferred.
- Knowledge of flight crew documentation, training coordination, and flight/duty-time recordkeeping is an asset.
- Proficiency in Microsoft Office and electronic document management systems.
- Excellent organizational, communication, time-management, and follow-up skills.
- Strong attention to detail, problem-solving abilities, and discretion in handling confidential information.
- Ability to manage multiple priorities, work independently, and support process improvements.

Reports To Flight Operations/Director of Human Resources

Job Type: Full time

Pay: $30.00-$35.00 per hour

Benefits

- Dental care
- Employee assistance program
- Extended health care
- On-site parking

Work Location: In person

📌 Administrative Assistant (Yellowknife)
🏢 Buffalo Airways
📍 Yellowknife