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Administrative Coordinator

Porter Airlines Inc.
Toronto, ON

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Détails du poste

Temps plein

Compétences

Google Suite
Service à la clientèle
Expérience administrative
Sens de l'organisation
Compétences en communication
Gestion du temps
Travail de bureau

Description complète du poste

Job Summary:

The Administrative Coordinator provides high-level administrative support to the Senior Vice Presidents and Senior Leadership Team. This role reports directly to the Senior Executive Assistant and is crucial in ensuring the smooth and efficient operation of executive functions, including scheduling, communication, and coordination. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities simultaneously.

Please note: This is an onsite role, requiring you to be in the office 5 days a week at our head office in Toronto, ON.

Duties & Responsibilities:

Provide comprehensive administrative support to Senior Vice Presidents and the Senior Leadership Team
Contribute to the efficient operation of the office by providing support to the Senior Executive Assistants and Office Administrator
Manage complex calendars, including scheduling meetings, appointments, and travel arrangements
Coordinate, prepare and review materials for meetings, presentations, and other documents
Track project timelines, deliverables, and follow-ups to ensure timely completion
Assist with passenger bookings, flight changes, complaints and all other passenger requests brought to the executive office
Handle confidential information with discretion and professionalism
Perform as a point of contact between the executive office and internal/external stakeholders
Prepare and process expense reports and other financial documentation
Conduct research and gather information as needed for various projects
Support the planning and execution of company events
Support catering orders and clean-up for on-site meetings and events
Order office supplies and manage inventory for the office
Address day-to-day situations through flexible problem solving either individually or in consultation with others
Provide basic technical support to team members to facilitate connecting to wifi, printing documents, connecting to and configuring video conferencing equipment, etc.
Assist with printing, photocopying, collating, distributing and retrieving documents
Actively participate in Porter’s Safety Management System (SMS) including, reporting hazards and incidents encountered in daily operations; understand, comply and promote the Company Safety Policy
Participate in health and safety efforts for the locations; updates health and safety and policy and procedures binders and boards under the direction of the Manager, Health and Safety
Other duties as assigned to meet the needs of the executive team and the organization

Behavioural Competencies:

Concern for Safety: Identifying hazardous or potentially hazardous situations and taking appropriate action to maintain a safe environment for self and others.
Teamwork: Working collaboratively with others to achieve organizational goals.
Passenger/Customer Service: Providing service excellence to internal and/or external customers (passengers).
Initiative: Dealing with situations and issues proactively and persistently, seizing opportunities that arise.
Results Focus: Focusing efforts on achieving high quality results consistent with the organization’s standards.
Fostering Communication: Listening and communicating openly, honestly, and respectfully with different audiences, promoting dialogue and building consensus.

Qualifications:

Minimum of 2-5 years of related experience providing support in an office environment and supporting senior executives
Excellent customer service skills
Knowledge of Google Suite, including Gmail
Understanding of office practices and procedures
Strong verbal and written communication skills, initiative, organizational skills, and time management
Team player with great collaboration skills
Proven ability to multi-task and manage activities with varying priorities
Strong attention to detail, with the ability to be adaptable and flexible with requests
Ability to work independently and problem solve

Company Description:

Since 2006, Porter Airlines has been elevating the experience of economy air travel for every passenger, providing genuine hospitality with style, care and charm. Porter’s fleet of Embraer E195-E2 and De Havilland Dash 8-400 aircraft serves North America, including a coast-to-coast domestic Canadian network, the U.S., Mexico, the Caribbean and Central America. Headquartered in Toronto, Porter is an Official 4 Star Airline® in the World Airline Star Rating®. Visit www.flyporter.com or follow @porterairlines on Instagram, Facebook and X.

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