Executive Administrative Assistant

About This Role

Who We Are:

• CAE Vision: Our vision is to be the worldwide partner of choice in defense and security, and civil aviation by revolutionizing our customers’ training and critical operations with digitally immersive solutions to elevate safety, efficiency and readiness.
• CAE Defense & Security Mission: CAE's Defense and Security business unit focuses on helping prepare military customers to develop and maintain the highest levels of mission readiness.
• CAE Values: Empowerment, Innovation, Excellence, Integrity and OneCAE make us who we are and we strive to make a difference in the world while helping each other succeed.

What We Have to Offer:

• Comprehensive and competitive benefits package and flexibility that promotes work-life balance
• A work environment where all employees are valued, respected and safe
• Freedom to succeed by enabling team members to deliver, take initiatives and make decisions
• Recognition, professional development, advancement and having fun!

Summary

Provides overall executive level administrative support to the Sr. Director, US.  Supports the administrative needs of additional assigned Executive Leadership Team members. Candidates must exhibit a high degree of professionalism and confidence with written and verbal communication.

Essential Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Enhance Executive Leadership Team’s effectiveness by assisting in the day-to-day front desk operations in a fast-paced environment, maintaining organization and attention to details

• Greet and receive incoming visitors in a professional, timely and friendly manner
• Coordinate travel arrangements and complete expense reports
• Assist in managing calendars and independently schedule appointments, arrange meetings, conferences and teleconferences
• Assist with both incoming and outgoing mail distribution
• Screen incoming calls and respond independently when possible
• Assist in coordination of events and meetings (holiday parties, off-sites, etc)
• Submit security visit requests and logs via JIRA or other approval tool
• Maintain office and break area supplies for the executive suite
• Maintain the reception area in a neat and orderly appearance
• Confident and professional interaction with internal/external customers and all levels of management.
• Exercise independent judgment in selecting and interpreting information

Qualifications and Education Requirements

• High School graduate
• Proficiency in Microsoft Office products (Word, Excel, PowerPoint, Outlook, Teams) with desire to learn new software packages.
• Experience with using all office equipment such as:  audio/visual and teleconferencing equipment, PC Products, fax machine, copy machine, and printer
• Eligible for a company-sponsored purchasing card
• Organized and self-motivated with the ability to work under minimal supervision
• Excellent written and verbal communication skills
• Ability to prioritize and meet deadlines
• Excellent customer service skills
• Ability to work with confidential information
• Detailed oriented and possess a high level of initiative and work ethic

Preferred Skills

• Associates degree or training in Administrative Profession

Security Responsibilities

Must comply with all company security and data protection / usage policies and procedures.  Personally responsible for proper marking and handling of all information and materials, in any form. Shall not divulge any information, or afford access, to other employees not having a need-to-know. Shall not divulge information outside company without management approval.  All government and proprietary information will be accessed and stored electronically on company provided resources.

• Incumbent must be eligible for DoD Personal Security Clearance.

Work Environment

 This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.  This is an on-site position.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Moderate to high levels of stress, associated with technical, schedule, and customer issues
• Must be able to work flexible hours and overtime as needed, including occasional weekends
• Must be able to sit and operate a personal computer for long periods of time

Other Duties 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice. 

CAE USA Inc. is an EOE/AA employer and gives consideration for employment to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you’d like more information about your EEO rights as an applicant under the law, please click here EEO is the Law poster. 

PAY TRANSPARENCY NONDISCRIMINATION PROVISION The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 

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 diversity, equity, and inclusion. As "One CAE," we take affirmative action to ensure equal opportunity for all applicants regardless of race, nationality, colour, religion, sex, gender identity and expression, sexual orientation, disability, neurodiversity, Veteran status, age, or other legally protected characteristics.  

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. If reasonable accommodation is needed to participate in the job application or interview process, please get in touch with us at rh-hr@cae.com.