Administrative Assistant

Administrative Assistant

Location: Montreal, QC, CA

ABOUT FTAI AVIATION LTD. (NASDAQ: FTAI)

FTAI owns and maintains commercial jet engines with a focus on CFM56 and V2500 engines. FTAI’s propriety portfolio of products, including the Module Factory and a joint venture to manufacture engine PMA, enables it to provide cost savings and flexibility to our airline, lessor, and maintenance, repair, and operations customer base. Additionally, FTAI owns and leases jet aircraft which often facilitates the acquisition of engines at attractive prices. FTAI invests in aviation assets and aerospace products that generate strong and stable cash flows with the potential for earnings growth and asset appreciation.

FTAI operates globally and has offices in New York, Miami, Montréal, Singapore. Dubai, United Kingdom and Ireland.

JOB OVERVIEW

The Administrative Assistant is responsible for providing administrative support to the General Manager and the full Executive Team of the Canadian business in a professional, efficient, and confidential manner. The role also serves as a central administrative resource for all Canadian employees, ensuring the effective and efficient operation of the office. In addition, the Administrative Assistant owns internal communications for the Canadian business, developing, creating and distributing weekly, monthly and quarterly communications to the entire team. Duties are highly confidential and require broad and comprehensive knowledge of the organization’s policies, procedures, and practices. Responsibilities require discretion, judgment, tact, poise, and the ability to prioritize competing requests from multiple executives. The candidate will be proficient in PowerPoint for creating presentations and must have experience with other appropriate software applications. The position requires the ability to work independently and collaboratively, solve problems, and set up and operate systems and procedures to manage an office.

Responsibilities

Executive Support (General Manager and Executive Team)

• Manage and maintain the calendars, schedules and appointments of the General Manager and Executive Team, coordinating priorities across multiple executives
• Make travel arrangements and prepare detailed itineraries for executives
• Produce expense reports in a timely manner
• Liaise with executives within the corporation, including corporate and other business units
• Assist in managing operations budgets
• Review and summarize miscellaneous reports and correspondence
• Draft correspondence on behalf of executives; prepare, compile and edit correspondence, communications, presentations and other documents
• Perform research and summarize findings on various topics and prepare presentations for the Executive Team
• Prepare agenda materials, take minutes and track action items for Executive Team, senior management and other meetings
• Monitor, respond to and distribute incoming communications

Employee and Office Support

• Serve as the first point of contact for administrative requests from employees across the Canadian business
• Coordinate logistics for town halls, all-employee meetings, recognition events, site visits and customer visits
• Support new employee onboarding logistics in partnership with HR (workspace, equipment, access and welcome materials)
• Coordinate office services, supplies, facilities requests and vendor relationships
• Complete projects by assigning work to staff and following up on results
• Interact and communicate with internal staff at all levels
• Review operating practices and implement improvements where necessary

Canadian Business Communications

• Own the internal communication calendar for the Canadian business and ensure all communications go out on schedule
• Weekly: Develop, create and send a weekly update to all employees covering key priorities, operational highlights, safety and quality reminders, upcoming events and announcements
• Monthly: Develop, create and send a monthly newsletter featuring business performance highlights, employee recognition (anniversaries, achievements, new hires), department spotlights and HR updates
• Quarterly: Develop, create and send a quarterly business update in partnership with the General Manager and Executive Team, summarizing results, strategic priorities and the outlook for the next quarter; support related town hall presentations
• Gather content and input from executives and department leaders, and draft, edit and proofread all communications for accuracy, tone and consistency
• Ensure all communications are produced in both French and English and comply with Quebec language requirements
• Ensure communications follow FTAI brand standards and that confidential information is handled appropriately
• Maintain distribution lists, communication templates and an archive of past communications
• Use display screens, email and other channels to reach employees in the office and on the shop floor
• Gather feedback and continuously improve the format and effectiveness of communications

Qualifications

• CEGEP (DEC) diploma or equivalent
• 5+ years of experience supporting multiple executives
• Demonstrated experience writing and producing internal communications, newsletters or employee updates
• Excellent writing, editing and proofreading skills in French and English
• Fluent with MS Office (Outlook, Word, Excel, PowerPoint, Teams)
• Experience with SharePoint, email newsletter or design tools is an asset
• Strong organizational skills with the ability to manage competing priorities and deadlines
• High level of professionalism and confidentiality
• Fluent in French and English (spoken and written)

What we offer you:

• Competitive compensation
• Time to recharge with vacation, personal days, holidays, and parental leaves
• Comprehensive Family Medical, Dental and Vision coverage available on your first day of employment
• Virtual Health Care (24/7 access to medical professionals)
• A Wellness Spending Account to aid in your wellness journey
• Employee & Family Assistance Program (EFAP) which includes free face to face counselling sessions
• Medical Travel Insurance
• Onsite fitness facilities at our main office locations
• A Registered Retirement Savings Plan that includes matching company contributions on your first day of employment, that also includes access to Financial Advisors providing investment advice and comprehensive financial planning

Equal Opportunity Statement:

FTAI Aviation is an equal opportunity employer that values diversity in the workplace. We are committed to excellence in serving all customers, including people with disabilities, and we encourage feedback on the provision of these services.

Language Requirements in Quebec:

Intermediate level knowledge of English is necessary for aeronautical personnel to meet regulatory requirements, understand technical procedures and instructions, and document entries regarding work performed on the aeronautical product for customers outside Quebec

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