Salary: Band 6 ($68,269.50, $70,960.50)

Status: Full-Time, Term: April 1 - July 4, 2025

Number of positions available: 1

Closing Date: March 17, 2025

WHO WE ARE

The Calgary Airport Authority manages and operates both YYC Calgary International Airport and YBW Springbank Airport as well as collaborates with the many vibrant community partners who impact our guest experiences. If you are interested in an exciting career in the airport industry then this is the place to be!

WHAT WILL YOU DO

Reporting to the Director, Infrastructure, the Administrative Assistant is responsible for providing general office administrative and operational support for the department. This may include document and presentation preparation, minor computer and technical support, and coordination of all office equipment needs.

WHATS THE TEAM LIKE

The Infrastructure Team is a dynamic and collaborative team responsible for designing and building everything at both Calgary International and Springbank Airports. We take pride in delivering high-quality projects that shape the airport experience, and we do it in a fast-paced, engaging environment. While we're serious about our work, we also know how to have fun. We have a social, supportive team where collaboration and camaraderie are key.

WHAT ARE SOME OF THE RESPONSIBILITIES

• Administrative support for the department, which may include:
  • Typing of letters and memos
  • Drafting correspondence
  • Setting up meetings/schedules for department leadership (and follow-up)
  • Setting up spreadsheets for various projects
  • File and records management (e.g. project documentation, invoice tracking, etc.)
  • Care and servicing of office equipment
  • Supporting justification to order new equipment or furniture
  • Completing expense claims for the Director, credit card reconciliations
  • Preparing miscellaneous presentations as requested by the Director
  • Managing score cards for Infrastructure projects
  • Maintaining general team vacations calendar, contact lists, organizational charts
  • Creating project folders and maintaining common use of these folders such as: brochures, manuals, slide presentations for board/management meetings, public meetings, etc.
  • Tracking budgets. Creating and tracking Purchase Orders, Order Entries, and Invoices. Verifying invoices, ensuring proper charging, clarifying incorrect invoice amounts and confirming correct coding.
• Administrative Support for the Director of Infrastructure as required including arranging meetings, booking meeting rooms, contacting and inviting attendees, preparing agendas, arranging catering, attending and transcribing minutes, and meeting minutes distribution within 48 hours
• Minor computer user support including:
  • Providing ad-hoc assistance (training, advice, trouble-shooting) to department staff on use of various software, hardware, and programs
  • Providing coverage for department staff (Desk/Reception - knowledge of switchboard system and company personnel required)
  • Completing equipment orders (Office & Vehicle - Corp Commissioners)
• Vehicle Maintenance including:
  • Coordinating repair of all YYC assets on vehicles
  • Coordinating the return of ended leases including the coordination to remove all YYC assets (radio, beacon, fuel chip, VeeLo, decals)
  • Coordinating the arrival of new leases including coordinating the installation of respective equipment (radio, beacon, fuel chip, VeeLo, decals), annual forecasting and monthly allocation of vehicle costs to capital projects
  • Processing JPL invoices (fleet and lease) on monthly basis
• Coordinating the monthly Infrastructure Team Birthday Celebration and provide special event organization support as needed
• Receiving all Municipal Development Referrals for the department, entering them into a database and distributing them to the Development Coordinators within the Planning Group
• Documentation of procedures and processes and updating of file listings as required

WHAT DO YOU NEED TO BRING

• The ability to gain and maintain a RAIC (RAIC Program and Application Information)
• High school diploma (G.E.D.)
• 1-3 years of previous administrative experience and/or equivalent.
• Experience in an airport or aviation environment preferred.
• Advanced knowledge of various conventional and specialized computer software (Windows OS, MS Office).
• Experience with recording and transcribing notes.
• Office management experience (workflow; inventory ordering, sourcing special orders).
• Experience in use of discretion, confidential information management.

WHAT OPTIONAL ELEMENTS SUPPORT YOUR APPLICATION (all are assets)

• Bilingual in English or French.
• Technical and business writing skills; editing; proofing; data base record maintenance.
• Strong organizational and supervisory skills.
• Ability to manage competing priorities and stay on-task amid regular interruptions.
• Excellent interpersonal skills.

WHAT DOES DIVERSITY MEAN TO US

We are committed to building a team where exceptional leadership shines and our crew thrives both at work and at home. We believe that deliberate steps such as creating a workplace that is physically and psychologically safe, equitable to all, and actively and diligently taking steps along the path to reconciliation are the keys to making this a reality.

OUR VALUES:

We prioritize genuine concern and compassion for everyone we engage with, from our team members to our partners and guests, always striving to help and support one another.

We actively seek diverse perspectives in our decision-making and collaboratively tackle challenges.

We work together with trust and transparency, supporting one another to achieve the collective goals of our organization.

We grow, evolve, and adapt with purpose, continually aligning our actions with our vision.

We embrace curiosity and boldly challenge the status quo, exploring new opportunities and taking thoughtful, responsible risks that drive purposeful innovation.