Receptionist & Administrative Assistant

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Job Title: Receptionist & Administrative Assistant

Position Reports To: Executive Assistant

Job Location: Ottawa – On-site

Salary: $45,000 - $55,000 CAD

About SkyAlyne

SkyAlyne is a team of defense, training, simulation, and aviation industry experts assembled from across Canada, working to prepare the next generation of RCAF Pilots and Aircrew as the Future Aircrew Training (FAcT) program provider for the Royal Canadian Air Force (RCAF). SkyAlyne was formed in 2018 as a partnership between CAE and KF Aerospace, two Canadian aviation, training, and defense leaders. The partnership was built to jointly answer the call for the Government of Canada’s FAcT program. In 2023 SkyAlyne was named the preferred bidder, and in 2024, was officially contracted to partner with the RCAF and deliver the FAcT program. We are now building a new team to deliver the FAcT program.

The scope of the FAcT program includes all training and in-service support requirements needed to prepare Pilots, Air Combat Systems Officers, and Airborne Electronic Sensor Operators to meet the future aerospace requirements of the RCAF. The FAcT program is overseen from a Joint Management Office at SkyAlyne’s Ottawa headquarters in Kanata, with three operational bases: Moose Jaw, SK, Southport, MB, and Winnipeg, MB.

In collaboration with the Government of Canada and several major Canadian subcontractors, Team SkyAlyne will provide live-flying, simulator and classroom-based training, facilities construction and management, information management and information technology support, site support services, aircraft maintenance and much more.

SkyAlyne offers competitive compensation and benefits and believes strongly in a safe, diverse, equitable, inclusive, and environmentally friendly workplace.

Job Overview

The Receptionist & Administrative Assistant reports to the Executive Assistant (EA) and plays a key role in delivering high-level administrative and operational support across multiple teams. This role will be the point of contact for front-of-house operations and office coordination, ensuring a professional and well-managed workplace environment. The Receptionist is accountable for overseeing reception functions and leading the coordination of meetings and logistics, while managing communications and correspondence, supporting site security and visitor access protocols, and contributing to administrative components of projects and cross-functional initiatives.

Duties and Responsibilities

• Provide reception desk administrative support for the entire site, 5 days a week

• Coordinate site operations, including managing visitors and vendors, overseeing janitorial issues, and maintaining office supplies.

• Manage visitor access and experience, including processing requests, issuing badges, verifying identification, arranging wi-fi access, conducting safety briefings, and escorting guests.

• Perform administrative tasks, such as data entry, document handling, and maintaining meeting rooms schedules.

• Manage mail & courier services, including receiving, sorting, distributing, and shipping domestic and international packages.

• Answer and direct telephone calls; screen inquiries and take messages.

• Read incoming correspondence and act appropriately, ensure mail is delivered to correct parties.

• Compile and organize information for management, conduct basic research as required.

• Act as the main point of contact for administrative requests and provide guidance on administrative processes and procedures.

• Schedule and coordinate meetings, including room bookings, attendee confirmations, visitor access, and catering/logistics.

• Participate in onsite committees (e.g., Health & Safety, Social committee).

• Other duties as assigned.

Qualifications and Experience

• High school diploma or equivalent required.

• Post-secondary education in business administration, office administration, or a related field is considered an asset.

• Five (5) years of proven relevant experience in a similar role.

• Proficient in Microsoft suite of tools; including Word, Excel, PowerPoint, Outlook and Teams.

• Demonstrated ability to effectively plan and prioritize work, managing competing demands and daily activities.

• Strong interpersonal skills, with excellent verbal and written communication skills.

• Proactive and able to take initiative in handling time-sensitive matters.

• Highly organized, detail-oriented, and self-motivated.

• Experience in the Defence and Aerospace industries would be an asset.

• Be able to hold a Government of Canada Security Clearance (Secret level) and Controlled Goods Clearanc

• Eligible to work in Canada.

• Strong oral and written English language capabilities.

• Fluency in French would be an asset.

What We Offer

• A competitive compensation mode.

• Extended health and dental benefits.

• Short and long-term disability coverage.

• Paid vacation.

• Pension matching plan

• Employee and family assistance program.

At SkyAlyne, we are dedicated to building a team that reflects the rich tapestry of our society. Diversity is not just a goal; it's our strength. We welcome candidates of all genders, races, ethnicities, sexual orientations, religions, abilities, and backgrounds to join us in creating a workplace where everyone feels valued, respected, and empowered to thrive.

We especially recognize the unique perspectives and contributions that women and Indigenous persons bring to the table, and we actively encourage individuals from these communities to apply for this position. Indigenous candidates are especially encouraged to send a copy of their application to ***email_hidden***.

Come be a part of our inclusive community and help us shape a brighter future for all

If you are contacted as part of our selection process, we encourage you to notify us of any adaptive measures or accessibility needs and we will make every effort to accommodate these.