Executive Assistant - Engineering

Job Description

The Executive Assistant will support the Engineering Director in the A220 commercial aircraft program by managing communications, scheduling, budgeting, travel, and administrative tasks.

• Manage the Engineering Director's emails to ensure prompt responses to internal stakeholders and external suppliers; draft responses and/or reply independently when appropriate.
• Follow up on actions assigned to the direct team.
• Organize the Director's calendar, making necessary changes according to daily priorities.
• Respond to information requests, schedule meetings, prepare necessary documentation and ensure follow-up actions.
• Maintain the team's governance calendar and ensure all governance‑related deadlines are met.
• Maintain and manage effective budget tracking for the team and validate expense reports.
• Prepare PR forms and PO requests for the department and subcontractors.
• Follow up with accounts payable for outstanding payments.
• Participate in drafting memos, proofreading and translating various documents.
• Prepare travel itineraries and make necessary reservations.
• Maintain contact with various direct reports, as well as with members of senior management in Canada and Europe.
• Manage expense accounting using appropriate tools, including coordinating expense reimbursements with service providers.
• Create all IT and access requests for new hires: access, badges, IT equipment, etc.
• Manage and organize onboarding sessions for new hires.
• Manage and order office supplies.
• Provide administrative support to the management team, including meeting organization, catering orders, room bookings, etc.
• Provide administrative and on‑site support for external supplier visits.
• Organize and oversee Engineering function events.
• Coordinate communications addressed to the Engineering community.
• Perform any other tasks relevant to the role.

• Minimum of 5 years of relevant experience directly related to administrative support.
• Strong knowledge of office tools (Google Suite, SAP).
• Excellent communication skills in French and English (written and spoken).
• Ability to plan, organize and prioritize; take initiative; exercise sound judgment; anticipate needs and requirements; and work under time/pressure constraints.
• Demonstrates discretion, teamwork skills, customer orientation, attention to detail and the ability to work within a versatile, multicultural team.