Executive Assistant

Role overview

Air Canada is hiring an Executive Assistant to provide trusted, proactive support to the Vice-President, Digital Product. In this position, you will help manage the VP’s schedule, priorities, communications, travel, meetings, and day-to-day administrative activities with sound judgment, discretion, and professionalism.

This opportunity suits someone who is highly organized, comfortable in a fast-paced digital product setting, and able to anticipate needs, handle ambiguity, and work effectively with senior leaders, cross-functional teams, and external partners. Familiarity with AI and emerging productivity tools is welcomed as a way to improve coordination and workflow efficiency.

Key responsibilities

• Manage a complex executive calendar and continuously align time with business priorities, leadership commitments, decision-making forums, and urgent operational needs.
• Review and prioritize incoming emails, requests, and tasks, escalating sensitive or time-critical items and ensuring follow-through.
• Coordinate the VP’s leadership cadence, including team meetings, business reviews, product reviews, steering committees, offsites, and subsequent action tracking.
• Plan meetings from start to finish, covering agendas, scheduling, room and technology arrangements, materials, meeting notes, and action item tracking.
• Develop and sustain strong working relationships with executive offices, senior leaders, assistants, internal teams, and external partners.
• Act as a professional and discreet representative of the VP’s office.
• Support a digital product organization that works across commercial, customer, airport, operations, and technology areas.
• Create, refine, and format executive-level presentations, briefing documents, agendas, reports, and meeting packages.
• Use Microsoft 365, collaboration platforms, AI-enabled tools, and other digital solutions to improve administrative effectiveness and team coordination.
• Arrange travel, including flights, hotels, local transportation, meals, itineraries, and related logistics.
• Process expense claims, invoices, purchase orders, and related administrative tasks accurately and within deadlines.
• Assist with budget-related administration such as invoice tracking, expense reporting, accrual coordination, and Finance follow-up where needed.
• Maintain records, files, contact lists, distribution lists, and shared repositories with accuracy.
• Handle confidential and sensitive information with maturity, discretion, and care.
• Follow up proactively to make sure commitments, deliverables, and action items are completed on time.
• Support special projects, team events, offsites, communications, onboarding, and other ad hoc initiatives.
• Coordinate telecommunications and related branch services, including vendor/provider follow-up, IT coordination, mobile device requests, and invoice monitoring.
• Perform additional duties as assigned.

Qualifications

• A college or university degree, or an equivalent mix of education and experience.
• At least 5 years of experience supporting senior leaders in an administrative or executive assistant capacity, ideally in a large and complex matrixed organization.
• Demonstrated ability to manage an executive’s calendar, priorities, communications, and confidential information with sound judgment.
• Strong business understanding and the ability to read executive priorities, organizational dynamics, and stakeholder sensitivities.
• Excellent organizational ability, attention to detail, and comfort managing several priorities under tight deadlines.
• Strong interpersonal skills with a collaborative, customer-centered, and solution-focused style.
• Excellent written and verbal communication skills, including drafting polished correspondence and executive-ready material.
• Advanced proficiency with Microsoft 365 tools such as Outlook, PowerPoint, Excel, Word, Teams, and SharePoint, along with other collaboration tools.
• Comfort with digital tools, AI, automation, and modern workplace solutions to increase productivity and coordination.
• Ability to work well in a changing, fast-moving team environment with shifting priorities and a strong bias toward action.
• Capacity to work independently, use initiative, solve problems, and stay composed under pressure.
• High levels of diplomacy, discretion, professional maturity, and judgment.
• Bilingual English/French skills are an asset.
• Willingness to work extended hours occasionally.
• Occasional travel may be required.

Conditions of employment

Candidates must be eligible to work in the country of interest when an offer is made. They are responsible for securing any required work permits, visas, or other authorizations needed for employment. Before the start date, proof of work eligibility must also be provided.

Linguistic requirements

When qualifications are otherwise equal, bilingual candidates will be preferred.

Diversity and inclusion

Air Canada is committed to building a diverse, inclusive, accessible, and rewarding workplace that values the unique contributions of every employee. As an equal opportunity employer, the company welcomes applications from all qualified candidates to help reflect the diversity of its customers and communities.

Additional note

Air Canada appreciates all applications, but only candidates selected to continue in the process will be contacted.