Administrative Assistant

About This Role

One CAE. Infinite Possibilities. 

Shaping a better future, led by technology, together. 

At CAE, we are building the future together as one inclusive team, One CAE. Our people are our creative force, empowered to grow, innovate, and disrupt as we continuously pursue new ideas and develop advanced technologies to help make the world a safer place. As a technology company, we digitize the physical world, deploying simulation training and critical operations support solutions. Above all else, we empower pilots, airlines and defense forces, to perform at their best every day and when the stakes are highest. Around the globe, we’re everywhere customers need us to be with more than 13,000 employees in more than 200 sites and training locations in over 40 countries. 

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 required (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 Read our FY24 Global Annual Activity and Sustainability Report.

Follow us on Twitter: @CAE_Inc
Facebook: www.facebook.com/cae.inc
LinkedIn: www.linkedin.com/company/cae

Position Type                       

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