Senior Administrative Assistant Full-time Job

WestJet is currently seeking a Senior Administrative Assistant to support two Vice Presidents & one Director: VP - Loyalty, VP - Experience Management and Director - Contact Centres. Reporting directly to the VP - Loyalty and providing administrative support to the VP Experience Management & Director – Contact Centres, this position deals with sensitive and confidential information and requires the ability to exercise considerable discretion and judgement in service of confidentiality.

The role entails constant multi-tasking and the need to make time-sensitive decisions regarding the management and distribution of internal and external materials. The workload is high volume and fast-paced and accuracy is vital in this environment.

The successful candidate will be passionate about airline operations and understands the vital role this team plays within WestJet’s world. There is a significant amount of exposure to sensitive and confidential information and as such, the ideal candidate will possess the ability to function in an extremely pragmatic fashion. There is a high volume of work with invoices and purchase orders involved with this role.  A knowledge and understanding of accounting practices and procedures is an asset.  Very strong attention to detail is a must.

Key Responsibilities (included but not limited to):

• Act as an ambassador to the VP offices, ensuring those engaging with it have a positive experience and work to positively influence the reputation of the VP office for internal and external guests
• Collaborate with other Sr. Administrative Assistants and the Executive Assistant team on meeting coordination with other members of the VP and EVP teams
• Provide the full spectrum of administrative support to the VPs, including managingcorrespondence, screening requests from internal and external parties,completing and approvingexpense reports,reconciling and processing/approval ofinvoices and purchase orders, and arranging travel, meetings and other required items
• Strategically manage the VPs’ calendars and schedules
• Research and profile external contacts to help the VPs prepare for engagements  
• Prepare, edit, and coordinate concise and consistent correspondence, communications and presentations for the VPs
• Gather data from the VPs’ direct reports and coordinate necessary reporting
• Working collaboratively with relevant stakeholders,assist with drafting, collecting, and/or organizingaccurate presentations, reports and correspondence for the VPs to deliver to the Board and Committees, and to the Executive Leadership team
• Manage the team’s office supplies and spend to budget
• Assist with special projects as required, such as onboarding new employees, office space coordination, offsite meeting and event planning, etc.
• Play a critical ad hoc support role with assisting the VPs teams and emergency response team in emergency response situations
• Brief VPs on relevant issues and provide both VPs with reliable and timely advice, support and liaison services, allowing him/her to focus on the delivery of WestJet strategic priorities and goals
• Collaborate with Sr. Executive Assistant to department EVPs and provide backup coverage as required
• Other administrative duties as needed to support the People and Loyalty teams

Competencies:

Professionalism and Integrity

• Exercises a high degree of diplomacy and good judgment; maintains strict confidentiality; exercises considerable discretion and judgement identifies conflicts and resolves appropriately; provides a high level of customer service to internal and external stakeholders; holds themselves and others to high standards of quality; demonstrates consistency and reliability.

Communication

• Ability to communicate effectively with internal and external stakeholders at all levels is essential.
• Questions and explores fundamental assumptions in change efforts seeking deeper clarification to avoid inaccurate conclusions.

 

Prioritizes and Organizes

• Excellent time management and organizational skill set; follows up to ensure other people’s contributions are on schedule; anticipates problems and ensures contingency plans are available and actioned if needed; meets deadlines; highly detail-oriented with the ability to multi-task and manages time (both their own and the Executive(s)) effectively.

Experience and Qualifications:

• Office Management and / or Business Administration degree or diploma
• 3 to 5 years’, or more, experience in a senior administrative role, in an organization of similar scope, scale and complexity to WestJet
• Advanced knowledge and high proficiency in Outlook, Word, Teams, Power Point; and intermediate knowledge of Excel required
• Very organized, strong attention to detail and superb time management skills
• Highly experienced and able to provide financial support when it comes to dealing with vendor setups, purchase orders, contract tracking and follow up as well as, helping with financial overview
• 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
• Must be able to proactively perform job functions, and review current processes to streamline and simplify processes
• Must be able to maintain composure and switch gears quickly and often, as the business needs dictate, without disruption to the tasks at hand
• Adaptable and able to take direction (sometimes little direction) and execute tasks in a timely manner
• Works well with all leadership styles and is a self-starter who requires minimal supervision

 

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  

 

Posting Close Date: 03/02/2025    (Please note the posting will close at 11:59pm MST)

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'sAlcohol and Drug Policy.