The Airport Admin Assistants are integral to the seamless functioning of the airport station, performing a variety of crucial administrative tasks and acting as the liaison between management and unionized staff. They ensure smooth operational workflows and serve as the primary contact for multiple service providers, overseeing day-to-day deliverables. Key responsibilities include scheduling and organizing meetings, managing correspondence, maintaining comprehensive records, and assisting with compliance and regulatory requirements. This role is pivotal in fostering effective management-employee relations and enhancing the overall efficiency of airport station operations.

Collaborate with the management team for discipline for missed punches, performance, punctuality & attendance, as requiredInvestigate and assess discrepancies related to shifts, overtime, and any other operationally related metrics, providing insight to optimize workforce managementOversee time and attendance data entered in the ADP system to ensure accurate payroll calculation, supporting financial integrityAssist managers with the processing of shift and vacation bids, approving or denying requests in accordance with AC and IBT policySupport management in evaluating staff performance by providing constructive feedback and identifying developmental opportunitiesServes as liaison between management, unionized employees and other departments, handling correspondence and facilitating information flowOrganize and maintain comprehensive records, including flight logs, staff documentation, and compliance reports, ensuring regulatory adherence.Provide support to staff, addressing concerns and resolving issues to foster a positive work environment.Supports I9 process, validating employment eligibility for new hiresMonitor financial budgets and prepare monthly accrualsManages confidential correspondence as neededCoordinate logistics for local meetings, ensuring efficient planning and execution of eventsReview invoices for accuracy and process for timely payments to vendorsPrepare and submit overtime, excess baggage and FTE reports on a weekly and/or monthly basisPrepare and submit monthly Landing and Flight Information reports to Airport AuthoritiesPrepare and update flight schedules and advise stations of any changesMonitor submission of ground handler’s sales reports on a monthly basis to ensure checks payable to Air Canada are received in a timely fashionOrder office supplies, operational supplies (manual process book are valid, bag tags, boarding passes, etc.) and ground handlers, as requiredRequest Landing Rights Approval from USCBP for seasonal start-ups and new flight destinationsPrepare and submit quarterly report to USCBPProvide ground handlers with customer service updates, on-time performance and PAWOB statisticsMaintain and update Local Emergency Procedures Manuals, ensuring staff readiness for any situation.Primary point of contact with CBO for monitoring of baby car seat inventoriesPrimary POC for any other inventoryOversee station inventory and manage broken equipment, ensuring operational continuity.Contribute to special projects as needed, demonstrating adaptability and a proactive approach to organizational goals.

High school diplomaHigher level studies in Administration preferred2-3 years experience in an office environmentAbove average computer skills.  Thorough working knowledge of Microsoft Office.Excellent verbal and written communication skills.Strong organizational and analytical skillsAbility to work well under pressure and without direct supervision.Excellent interpersonal skills.Must be flexible and able to cope with changing priorities.

Candidates must be eligible to work in the country of interest, at the time any offer of employment is made and seeking any required work permits/visas or other authorizations which may be required is the sole responsibility of the candidates applying for this position.

Diversity and Inclusion

As an equal opportunity employer, we welcome applications from all to help us build a diverse workforce which reflects the diversity of our customers, and communities, in which we live and serve.