Senior Administrative Assistant

This position requires in-person collaboration up to five days a week. This arrangement is subject to change based on business requirements.

Why WestJet

Since our story took off in 1996, WestJet has strived to enrich the lives of everyone in our world; a career with us is no exception. We’re proud to be one of Canada’s most admired and respected corporate cultures and continuously aim for the highest standards of service and success.

Join us, this is where your career story takes off.

In this role, the Senior Administrative Assistant will provide comprehensive support to Vice President Chief Information Security Officer and Vice President Tour Operator. As the organization grows to support its corporate objectives, this role may expand to support other Vice Presidents within the. Technology function. The ideal candidate will be a dynamic, multi-tasking individual who is highly organized, detail-oriented, proactive, flexible, and committed. The aviation work environment is cross-country and global requiring an individual who can operate with both local and remote stakeholders in any time zone. This position requires a positive approach to building strong cross-functional relationships and a passion for coordination and administration. The role involves handling highly privileged and confidential information and demands the ability to exercise discretion, sound judgment, and independent decision-making. The work is high-volume and fast-paced, addressing a wide range of internal and external issues, stakeholders, and priorities.

Please Note : The position is not eligible for remote work under our hybrid work policy.

Key Responsibilities

Duties of this position encompass a broad range of tasks. Some of the responsibilities will include, but will not be limited to:

• Calendar Management: Proactively manage all aspects of the Vice Presidents' calendars and collaborate with other Senior Administrative Assistants and the Executive Assistant team on meeting coordination with other members of the VP and EVP teams
• Communication: Screening and prioritizing messages from different channels including email, Teams, phone, or in-person and serving as a point of contact between leadership and internal or external stakeholders
• Confidentiality: Manage and secure highly privileged, confidential and sensitive information, exercising significant judgment and discretion regarding all communications
• Correspondence: Compose and send routine and non-routine correspondence on behalf of the VPs, ensuring follow-up on all action items
• Material Preparation: Prepare, create, and/or edit materials (including presentations and other communications) on behalf of the VPs for final review and ensure such materials are sent to intended audiences
• Meeting Preparation: Draft pre-reads or briefings as required, create and prepare agenda items, book meeting rooms, manage catering, and coordinate external travel using Sabre and Outlook
• HR Coordination: Liaise with Sr. HRBPs to coordinate confidential and sensitive information on behalf of the VPs
• People Forms: Create People Forms on behalf of the VPs for all staff changes/terminations
• Invoice Management: Create requisitions and receive invoices in JDE for invoice payment on behalf of the VPs for high-level service agreements
• Procurement Liaison: Liaise with Procurement to ensure proper signed documentation prior to JDE requisitions and proactively ensure purchase orders are issued prior to work commencement
• Expense Reports: Prepare and submit timely expense reports on behalf of the Vice Presidents
• Event Support: Assist with organizing, setup, and take-down of team events
• Travel Logistics: Planning offsites, conferences, booking flights/hotels/transportation and preparing detailed itineraries
• Office Operations: Ordering supplies, liaising with vendors and facilities, and ensuring smooth day-to-day operations with return to office mandates
• Org Charts: Manage and create org charts using PowerPoint or Smart-Draw
• File Management: Create and manage electronic and personal files for the VPs
• Vendor Relations: Work with the VPs' external guests and develop good working relationships with vendors and their EAs
• Special Projects: Assist with special projects as required, such as onboarding new employees, office space coordination, offsite meeting and event planning, etc.
• Process Improvement: Review current internal processes within your departments, suggest improvements, and implement changes as fitting for the business

Qualifications

• Degree or diploma in Business Administration or related field
• 3 to 5 years’ experience in a senior administrative role
• Previous experience in dealing with confidential issues is required
• Strong written and oral communication skills required with proven experience in a guest service or service delivery environment dealing with problem resolution
• Advanced knowledge and high proficiency in MS Office Suite (Outlook, Word, MS Teams, Excel, and Power Point) is required
• Attention to detail and accuracy of work required
• Strong organization and time management skills; proven ability to deal with multiple tasks in a fast-paced environment
• Proven ability to proactively perform job functions, and review current processes to streamline and simplify processes
• Proven ability to switch gears fast and often, as the business needs dictate, without disruption to the tasks at hand
• Able to work well with all leadership styles and be a self-starter who requires minimal supervision
• Flexible and able to take direction (sometimes little direction) and execute tasks in a timely manner; must also be able to work independently with little direction

The Benefits Of Being a WestJetter

WestJet provides all WestJetters with a competitive total rewards package. On top of that, we offer:

• A fun and friendly culture with colleagues who work together to win
• Travel privileges for you and your family, effective from your start date
• Savings and Benefit programs that are flexible to meet your specific needs

Think we’re a great fit? Apply now!

About WestJet Group Of Companies

WestJet took to the skies in 1996 with just over 200 employees and three aircraft operating service to five destinations. Since then, WestJet has pioneered low-cost travel in Canada, cutting airfares in half, and increasing the flying population in Canada by more than 50 per cent. Since the Sunwing Airlines integration in 2025, more than 15,000 WestJetters support nearly 200 aircraft and connect guests to our global network of more than 100 destinations across North America, Central America, the Caribbean, Europe and Asia. The WestJet Group is a major Canadian employer and includes WestJet Airlines, WestJet Encore and Sunwing Vacations Group. We’re Canada’s leading value airline and largest vacation provider, with a united purpose of providing affordable and accessible air and vacation travel to Canadians.

Our safety promise

At WestJet, the safety and security of our people and our guests is a core value and at the heart of what we do. Safety and security are shared responsibilities all team members are expected to use safe work practices to ensure their well-being and the safety of others. WestJet recognizes that the use of Alcohol and Drugs can adversely impact a safe work environment and the well-being of others including guests, suppliers and the public, as well as place WestJet's operations at risk. All roles that are identified as Safey-Sensitive are required to pass a Pre-Employment Alcohol and Drug Test as per WestJet's Alcohol and Drug Policy.

Our commitment to diversity, equity and inclusion

We embrace what makes each of us unique, and what makes us uniquely WestJet. We welcome diverse skills, experiences and backgrounds so if you're passionate about this role, we encourage you to apply – even if you don't meet every qualification listed. WestJet is committed to inclusiveness, equity and accessibility throughout the selection process. If you require accommodation at any stage, please contact our Talent Acquisition team at ***email_hidden***.

We value the time and effort you put into your application. Our recruitment process is highly competitive and while every applicant will receive communication regarding their application status, only those selected to move forward will be contacted with next steps. If this role isn’t the right fit, we encourage you to explore future opportunities with us.

About

For more information about everything WestJet, please westjet.com/aboutus.

If you wish to withdraw your application or request that your personal information be deleted, please contact us at ***email_hidden***.