We’re all about the craft.
KF Aerospace is proud to deliver innovative aircraft services for corporate, commercial, and military customers worldwide. Launched in 1970 out of British Columbia’s beautiful city of Kelowna, KF has grown to specialize in a wide range of aviation services including maintenance and modifications, cargo operations, military pilot training and aircraft leasing. With facilities across Canada, KF is home to over 1,100 strong, highly skilled individuals, and is Kelowna’s largest private sector employer. Our passion for our craft fuels every project we touch.
JOB OVERVIEW
The Corporate Administrative Assistant reports to the Chief Corporate Services Officer (CCSO) and supports the VP, Aircraft Acquisition, Leasing & Legal, the VP, Business Development, VP Defence Programs and the Human Resources Director. The Corporate Administrative Assistant is responsible for providing executive level administrative support in a variety of key business areas such as Contracts, Insurance, Security, Leasing, Aircraft Purchase and Sales, and Legal administrative support.
This position demands high standards of confidentiality, organization, adaptability, and ingenuity. It is necessary to anticipate and troubleshoot potential issues in a positive and decisive manner. There are high levels of autonomy and accountability related to representing members of the Executive Team and the Company.
DUTIES AND RESPONSIBILITIES
Primary administrative support in the areas of:
- Contracts & Legal
- Insurance
- Airframe & engine acquisitions
- Aircraft sales & leasing
- Security Clearances and Controlled Goods administration
- Maintaining confidential records
General Admin Support for the assigned Executive Leadership team:
- Draft and/or proof letters, memos, reports, presentations etc.
- Attend meetings and take Minutes
- Handle sensitive data relating to executive payroll, employee appraisals, pricing structures, business plans, RFP’s etc.
- Manage expiry tracking, sign-off’s, NDA’s etc for aircraft acquisition, leasing and legal contract requirements
- Screen correspondence and requests, preparing replies for the more routine aspects
- Email and contract management
- Schedule appointments and make travel arrangements
- Process travel requests, credit card statements, bill payments, etc.
- Interact with both internal and external executives and customers, consultants, and staff to coordinate a variety of complex executive meetings.
- Identify and prepare materials and information needed for meetings
- Project-based research
- Assist with event planning (agenda, venue, presenters, entertainment, and invitations)
- Organizing designated company events (YHM Christmas Party, BBQ’s, Santa Tree Campaign, etc)
- Support the Controlled Goods program (employee and company approvals)
- Support the Secret Level GOC Security Program (employee administration)
- Order swag items for trade shows and events
- Liaise with industry trade shows & associations
- Liaise and work with other executive assistants, managers, and directors in the Company
- Provide holiday relief and back up to the Executive Assistant
- Perform miscellaneous job-related duties as assigned
EDUCATION AND EXPERIENCE
- Related educational background in administration
- Paralegal training would be an asset
- 10+ years administrative experience, with minimum 5 years at an executive level
- Strong knowledge of MS Office, including Word, Excel, PowerPoint, Publisher, and Outlook
- Experience with SharePoint
COMPETENCIES
- Ability to work in a fast-paced environment, under pressure
- Demonstrated high level of professionalism and resourcefulness
- Highly organized with the ability to multitask
- Attention to detail is crucial
- Professional public presentation skills
- Excellent communication skills, both written and spoken
- Skill in organizing resources and establishing/managing priorities
- Maintain strict confidentiality
BENEFITS
Full-Time staff benefits include (but are not limited to):
- Health and Dental
- Short & Long-Term Disability
- Health Spending Account
- Personal Spending Account
- Paid vacation and Personal time off
- The opportunity to bank overtime
- Pension matching plan and voluntary RRSP
- Employee & Family Assistance Program
- Free financial advice
- A bonus program based on organizational performance
SALARY
The wage band is KF level 5, $51,000-$64,000 annually. The expertise and technical skill level of the candidate is assessed during the selection process for placement within the band. Note: The salary range maximum signifies full job knowledge.
HOW TO APPLY
Be a part of our craft. Apply for the Corporate Administrative Assistant position at kfaero.ca/careers today!
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