Administrative Assistant

13 Minutes ago • 5 Years +

Administartive

Job Description

This role supports CAE's success by providing essential administrative and secretarial assistance to Senior Executives in Business Development and Public Affairs. Responsibilities include calendar management, handling inquiries, organizing travel and expenses, processing invoices, assisting with onboarding, coordinating meetings, maintaining schedules, and drafting communications. The position requires a proactive, organized individual with strong communication and Microsoft Office skills, contributing to a dynamic team environment.

Good To Have:

Bilingualism preferred (English and French).

Must Have:

Provide secretarial and administrative support.
Manage Senior Executive calendars and meetings.
Monitor inquiries and assist with follow-up.
Organize travel arrangements and expense reports.
Process and preapprove invoices in SAP Ariba.
Assist with new employee requisitions and onboarding.
Coordinate with internal and external parties.
Arrange internal and external meetings.
Maintain travel, vacation, and contact lists.
Edit or write business letters, memos, and emails.
Sort and scan mail for team members.
Assist with special courier services.
Provide general on-location administrative support.
College or professional degree in Office or Business Administration.
Five years of administrative assistant experience in a large organization.
Positive attitude and desire to learn.
Confident communicator.
Great attention to detail and highly organized.
Strong sense of urgency.
Self-directed, independent, and proactive.
Dedicated team player with ownership and follow-through.
Ability to multitask and prioritize effectively.
Thrive in a fast-paced, dynamic environment.
Punctual and flexible for extended hours.
Proficiency in Microsoft Office (Outlook, Word, PowerPoint, MS Teams, Excel).
Required in-office presence 3 days a week.

Perks:

An environment where your initiatives will be recognized and valued
Opportunity to work on a variety of projects on a multidisciplinary team
Possibility to work from home occasionally
Flexible schedules
Attractive employee benefits

Add these skills to join the top 1% applicants for this job

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About This Role

All for driving CAE’s success, from every corner.

Behind every success is a team of dedicated experts driving us forward. From HR professionals who shape our culture, to IT innovators driving technological advancements, Finance leaders ensuring our growth, Communicators shining a light on our story, and Legal experts safeguarding our future —every role is essential. Our enterprise functions don’t just support; they lead, playing a critical role in shaping the company’s path forward and ensuring both clients and employees are ready for the moments that matter. Be part of a team where your work makes a difference. You’ll work on impactful projects and turn ideas into reality while enjoying growth opportunities, teamwork, and a balanced work-life.

Main Responsibilities

Reporting to both the Director Business Development and Senior Director, Public Affairs and Policy, the incumbent will :

Provide secretarial and administrative assistant support for Business Development and Public Affairs Senior Executives and their teams.
Oversight of Business Development and Public Affairs Senior Executive calendar management, adhering to internal governance timings, deconflicting and organizing internal and external meetings as required.
Review and monitor, incoming enquiries & requests, status of files and assist with follow-up.
Organize travel arrangements and expense reports for the Senior Executives.
Process invoices and ensure all invoices are coded properly, add approvers for all levels, and preapprove in SAP Ariba.
Assist with new employee requisitions and onboarding process for new team members.
Coordinate and liaise with internal and external parties – including clients, stakeholders, and government representatives.
Arrange internal & external meetings (including catering, room bookings and visit clearances), if and where required.
Maintain travel and vacation schedules, and stakeholder contact lists.
Edit or write business letters, memos and email communication.
Sort mail and scan any mail that requires to be sent out to the team members.
Assist in sending out special courier services when required by Business Development and Government Relations team members.
Provide assistance, on location, for general admin support.

Required Skills & Experience

College or professional degree in Office Administration or Business Administration studies, or equivalent combination of related training and experience.
Five years previous experience as an administrative assistant in a similar role in a large organization.
Positive attitude & a desire to learn new things.
Confident communicator with excellent interpersonal skills.
Great attention to detail and extremely organized with a strong sense of urgency.
Self-directed, independent, and proactive work ethic; dedicated team player with a strong sense of ownership and follow through skills.
Ability to juggle multiple tasks and know how to prioritize these tasks.
Thrive in fast-paced and dynamic environment.
Punctual, have flexibility to work beyond business hours as needed.
Microsoft Office skills (Outlook, Word, PowerPoint, MS Teams, and Excel)
Bilingualism preferred (English and French)
In office presence is required on average of 3 days a week

CAE offers:

An environment where your initiatives will be recognized and valued
The opportunity to work on a variety of projects on a multidisciplinary team
The possibility to work from home occasionally
Flexible schedules
Attractive employee benefits

About CAE

At CAE, we equip people in critical roles with the expertise and solutions to create a safer world. As a technology company, we digitalize the physical world, deploying software-based simulation training and critical operations support solutions. Above all else, we empower pilots, cabin crew, airlines, and defence and security forces to perform at their best every day and when the stakes are the highest. Around the globe, we’re everywhere customers need us to be with more than 13,000 employees in approximately 250 sites and training locations in over 40 countries. CAE represents more than 75 years of industry firsts—the highest-fidelity flight and mission simulators as well as training programs powered by digital technologies. We embed sustainability in everything we do. Today and tomorrow, we’ll make sure our customers are ready for the moments that matter.

Read our FY24 Global Annual Activity and Sustainability Report.

Facebook: www.facebook.com/cae.inc

LinkedIn: www.linkedin.com/company/cae

Position Type

Regular

CAE thanks all applicants for their interest. However, only those whose background and experience match the requirements of the role will be contacted.

Equal Opportunity Employer

CAE is an equal opportunity employer committed to providing equal employment opportunities to all applicants and employees without regard to race, nationality, colour, religion, sex, gender indentity and expression, sexual orientation, disability, neurodiversity, veteran status, age, or other characteristics protected by local laws.

If you don't see yourself fully reflected in every job requirement listed in the job posting, we still encourage you to reach out and apply. At CAE, everyone is welcome to contribute to our success. Applicants needing reasonable accommodations should contact their recruiter at any point in the recruitment process. If you need assistance to submit your application because of incompatible assistive technology or a disability, please contact us at CAECarrieres-Careers@cae.com

All for building a safer, smarter world

Welcome to CAE! As a global leader in Civil Aviation and Defense & Security across 40 countries, we advance together as One CAE, fueled by thousands of passionate individuals operating in a culture where everyone can thrive. We hold ourselves accountable for building an inclusive community at every level, and our comprehensive benefits support you professionally and personally.

Together, we are All For shaping a future where safety, sustainability, and inclusivity lead the way. Join us and be part of something bigger—where your impact reaches beyond CAE and helps shape the world of tomorrow.

Connect with us!

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