What are the responsibilities and job description for the Airport Administrative Assistant position at Air Canada?
Being part of Air Canada is to become part of an iconic Canadian symbol, recently ranked the best Airline in North America. Let your career take flight by joining our diverse and vibrant team at the leading edge of passenger aviation.
The Airport Admin Assistants are integral to the seamless functioning of the airport station, performing a variety of crucial administrative tasks and acting as the liaison between management and unionized staff. They ensure smooth operational workflows and serve as the primary contact for multiple service providers, overseeing day-to-day deliverables. Key responsibilities include scheduling and organizing meetings, managing correspondence, maintaining comprehensive records, and assisting with compliance and regulatory requirements. This role is pivotal in fostering effective management-employee relations and enhancing the overall efficiency of airport station operations.
Responsibilities
Based on equal qualifications, preference will be given to bilingual candidates.
Diversity and Inclusion
Air Canada is strongly committed to Diversity and Inclusion and aims to create a healthy, accessible and rewarding work environment which highlights employees’ unique contributions to our company’s success.
As an equal opportunity employer, we welcome applications from all to help us build a diverse workforce which reflects the diversity of our customers, and communities, in which we live and serve.
Air Canada thanks all candidates for their interest; however only those selected to continue in the process will be contacted.
The Airport Admin Assistants are integral to the seamless functioning of the airport station, performing a variety of crucial administrative tasks and acting as the liaison between management and unionized staff. They ensure smooth operational workflows and serve as the primary contact for multiple service providers, overseeing day-to-day deliverables. Key responsibilities include scheduling and organizing meetings, managing correspondence, maintaining comprehensive records, and assisting with compliance and regulatory requirements. This role is pivotal in fostering effective management-employee relations and enhancing the overall efficiency of airport station operations.
Responsibilities
- Collaborate with the management team for discipline for missed punches, performance, punctuality & attendance, as required
- Investigate and assess discrepancies related to shifts, overtime, and any other operationally related metrics, providing insight to optimize workforce management
- Oversee time and attendance data entered in the ADP system to ensure accurate payroll calculation, supporting financial integrity
- Assist managers with the processing of shift and vacation bids, approving or denying requests in accordance with AC and IBT policy
- Support management in evaluating staff performance by providing constructive feedback and identifying developmental opportunities
- Serves as liaison between management, unionized employees and other departments, handling correspondence and facilitating information flow
- Organize and maintain comprehensive records, including flight logs, staff documentation, and compliance reports, ensuring regulatory adherence.
- Provide support to staff, addressing concerns and resolving issues to foster a positive work environment.
- Supports I9 process, validating employment eligibility for new hires
- Monitor financial budgets and prepare monthly accruals
- Manages confidential correspondence as needed
- Coordinate logistics for local meetings, ensuring efficient planning and execution of events
- Review invoices for accuracy and process for timely payments to vendors
- Prepare and submit overtime, excess baggage and FTE reports on a weekly and/or monthly basis
- Prepare and submit monthly Landing and Flight Information reports to Airport Authorities
- Prepare and update flight schedules and advise stations of any changes
- Monitor submission of ground handler’s sales reports on a monthly basis to ensure checks payable to Air Canada are received in a timely fashion
- Order office supplies, operational supplies (manual process book are valid, bag tags, boarding passes, etc.) and ground handlers, as required
- Request Landing Rights Approval from USCBP for seasonal start-ups and new flight destinations
- Prepare and submit quarterly report to USCBP
- Provide ground handlers with customer service updates, on-time performance and PAWOB statistics
- Maintain and update Local Emergency Procedures Manuals, ensuring staff readiness for any situation.
- Primary point of contact with CBO for monitoring of baby car seat inventories
- Primary POC for any other inventory
- Oversee station inventory and manage broken equipment, ensuring operational continuity.
- Contribute to special projects as needed, demonstrating adaptability and a proactive approach to organizational goals.
- High school diploma
- Higher level studies in Administration preferred
- 2-3 years experience in an office environment
- Above average computer skills. Thorough working knowledge of Microsoft Office.
- Excellent verbal and written communication skills.
- Strong organizational and analytical skills
- Ability to work well under pressure and without direct supervision.
- Excellent interpersonal skills.
- Must be flexible and able to cope with changing priorities.
- Candidates must be eligible to work in the country of interest, at the time any offer of employment is made and seeking any required work permits/visas or other authorizations which may be required is the sole responsibility of the candidates applying for this position.
Based on equal qualifications, preference will be given to bilingual candidates.
Diversity and Inclusion
Air Canada is strongly committed to Diversity and Inclusion and aims to create a healthy, accessible and rewarding work environment which highlights employees’ unique contributions to our company’s success.
As an equal opportunity employer, we welcome applications from all to help us build a diverse workforce which reflects the diversity of our customers, and communities, in which we live and serve.
Air Canada thanks all candidates for their interest; however only those selected to continue in the process will be contacted.