Senior Administrative Assistant

Employment Type: Full-time Regular

City: Calgary, AB (YYC)

Posting Open Date: 03/31/2025

Posting Close Date: 04/09/2025 (Please note the posting will close at 11:59pm MST)

Why WestJet:

Every WestJet journey has the potential to enrich lives; a career with us is no exception.

WestJet arrived on the Canadian airline scene in 1996 and changed the industry for the better. We made air travel more affordable for Canadians and now we're going global.

Join us, this is where your career story takes off.

Please Note:

This position requires collaboration at the WestJet Campus (22 Aerial Place NE) 5 days per week, Monday - Friday.

WestJet is currently seeking a Senior Administrative Assistant to join the Integrated Planning Team. In this role, the Senior Administrative Assistant will provide comprehensive support to the Vice President of Integrated Planning, as well as one other Vice President on the operations team. The ideal candidate will be a dynamic, multi-tasking individual who is highly organized, detail-oriented, proactive, flexible, and committed. This position requires a positive approach to building strong cross-functional relationships and a passion for coordination and administration. The role involves handling highly confidential information and demands the ability to exercise discretion, sound judgment, and independent decision-making. The work is high-volume and fast-paced, addressing a wide range of internal and external issues, stakeholders, and priorities.

Key Responsibilities

Duties of this position encompass a broad range of tasks. Some of the responsibilities will include, but will not be limited to:

• Calendar Management: Proactively manage all aspects of the Vice Presidents' calendars and collaborate with other Sr. Administrative Assistants and the Executive Assistant team on meeting coordination with other members of the VP and EVP teams.
• Confidentiality: Manage and secure highly confidential and sensitive information, exercising significant judgment and discretion regarding all communications.
• Correspondence: Compose and send routine and non-routine correspondence on behalf of the VPs, ensuring follow-up on all action items.
• Material Preparation: Prepare, create, and/or edit materials (including presentations and other communications) on behalf of the VPs for final review and ensure such materials are sent to intended audiences.
• Communication Liaison: Liaise with WestJet's Operations Communications Advisor, making recommendations on frequency, tone, and tools to ensure timely and ad-hoc communications are streamlined.
• Internal Updates: Post communication updates and YouTube VLOGS to the internal site, flagging any pertinent information to the leadership team for social media posting.
• Meeting Preparation: Draft pre-reads or briefings as required, create and prepare agenda items, book meeting rooms, manage catering, and coordinate external travel using Sabre and Outlook.
• Meeting Attendance: Attend confidential weekly meetings, prepare meeting minutes, and follow up on action items/reporting on behalf of the VPs.
• HR Coordination: Liaise with Sr. HRBPs to coordinate confidential and sensitive information on behalf of the VPs.
• People Forms: Create People Forms on behalf of the VPs for all staff changes/terminations.
• Invoice Management: Create requisitions and receive invoices in JDE for invoice payment on behalf of the VPs for high-level service agreements.
• Procurement Liaison: Liaise with Procurement to ensure proper signed documentation prior to JDE requisitions and proactively ensure purchase orders are issued prior to work commencement.
• Expense Reports: Prepare and submit timely expense reports on behalf of the Vice Presidents.
• Event Support: Assist with organizing, setup, and take-down of team events.
• Org Charts: Manage and create org charts using PowerPoint or Smart-Draw.
• Parking Pass Management: Keep and maintain YYC parking pass sign-out for your departments.
• File Management: Create and manage electronic and personal files for the VPs.
• Guest Support: Support the VPs' internal guests with all requests, including ensuring access to the building and advising physical security of contract extensions.
• Vendor Relations: Work with the VPs' external guests and develop good working relationships with vendors and their EAs.
• Special Projects: Assist with special projects as required, such as onboarding new employees, office space coordination, offsite meeting and event planning, etc.
• Process Improvement: Review current internal processes within your departments, suggest improvements, and implement changes as fitting for the business.
• Project Management Collaboration: Collaborate with the Project Management Office on process improvements and help bridge any gaps between Corporate and the supported departments as needed.

Qualifications:

• Degree or diploma in Business Administration or related field;
• 3 to 5 years' experience in a senior administrative role;
• Previous 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;
• Advanced knowledge and high proficiency in MS Office Suite (Outlook, Word, MS Teams, Excel, and Power Point) is required;
• Attention to detail and accuracy of work required;
• Strong organization and time management skills; proven ability to deal with multiple tasks in a fast-paced environment;
• Proven ability to proactively perform job functions, and review current processes to streamline and simplify processes;
• Proven ability to switch gears fast and often, as the business needs dictate, without disruption to the tasks at hand;
• Able to work well with all leadership styles and be a self-starter who requires minimal supervision;
• Flexible 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
• Likes to have fun!

The benefits of being a WestJetter:

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, effective from your start date
• Savings and Benefit programs that are flexible to meet your specific needs

Think we are a fit? Apply now!

About WestJet Group of Companies

Together with WestJet's regional airline, WestJet Encore, we offer scheduled service to more than 100 destinations in North America, Central America, the Caribbean and Europe and to more than 175 destinations in over 20 countries through our airline partnerships.

Our Safety Promise

At WestJet, the safety and security of our people and our guests is a core value and at the heart of what we do. As safety and security is a shared responsibility, it is expected that you will use safe work practices to ensure your well-being and the safety of others.

WestJet recognizes that the use of Alcohol and Drugs can adversely impact a safe work environment and the well-being of others including guests, suppliers and the public, as well as place WestJet's operations at risk. All roles that are identified as safety sensitive are required to pass a Pre-Employment Alcohol and Drug Test as per WestJet's Alcohol and Drug Policy.

Our Commitment to Diversity and Inclusion

We embrace what makes us each unique, and what makes us uniquely WestJet - and that is our people. WestJet is committed to creating an inclusive workplace that celebrates our differences by way of diversity, equity, and inclusion. As an equal opportunity employer, we want to you bring your full self to work and feel appreciated for your contributions.

At WestJet, we welcome unique skills, experiences, and backgrounds - if you're passionate and excited about this role, we encourage you to apply even if you do not meet every single qualification in the posting. We are committed to inclusivity, equity, and accessibility in the selection process. If you require an accommodation during the recruiting process, please let our Talent Acquisition team know.

We thank all applicants for their interest in WestJet; however, only those candidates who are selected will be contacted.

For more information about everything WestJet, please visit .

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