Senior Administrative Assistant

Employment Type:Full-time Regular

City:Calgary, AB (YYC)

Posting Open Date:01/14/2026

Posting Close Date:01/21/2026 (Please note the posting will close at 9:59pm MST
)

This position requires in-person collaboration up to 5 days per week.
* Please note this arrangement is subject to change with business requirements.*

Why West Jet:

Every West Jet journey has the potential to enrich lives; a career with us is no exception.

West Jet arrived on the Canadian airline scene in 1996 and changed the industry for the better. We made air travel more affordable for Canadians and now we're going global.

Join us, this is where your career story takes off.

West Jet is currently seeking a Senior Administrative Assistant to join the Ops Resource Planning and Flight Operations Team. In this role, the Senior Administrative Assistant will provide comprehensive support to the Vice President of Ops Resource Planning and the Vice President of Flight Operations. The ideal candidate will be a dynamic, multi-tasking individual who is highly organized, detail-oriented, proactive, flexible, and committed.

This position requires a positive approach to building strong cross-functional relationships and a passion for coordination and administration. The role involves handling highly confidential information and demands the ability to exercise discretion, sound judgment, and independent decision-making. The work is high-volume and fast-paced, addressing a wide range of internal and external issues, stakeholders, and priorities.

Duties of this position encompass a broad range of tasks. Some of the responsibilities will include, but will not be limited to:

• Calendar Management: Proactively manage all aspects of the Vice Presidents' calendars and collaborate with other Sr. Administrative Assistants and the Executive Assistant team on meeting coordination with other members of the VP and EVP teams.
• Confidentiality: Manage and secure highly confidential and sensitive information, exercising significant judgment and discretion regarding all communications.
• Correspondence: Compose and send routine and non-routine correspondence on behalf of the VPs, ensuring follow-up on all action items.
• Material Preparation: Prepare, create, and/or edit materials (including presentations and other communications) on behalf of the VPs for final review and ensure such materials are sent to intended audiences.
• Communication Liaison: Liaise with West Jet’s Operations Communications Advisor, making recommendations on frequency, tone, and tools to ensure timely and ad-hoc communications are streamlined.
• Internal Updates: Post communication updates and You Tube VLOGS to the internal site, flagging any pertinent information to the leadership team for social media posting.
• Meeting Preparation: Draft pre-reads or briefings as required, create and prepare agenda items, book meeting rooms, manage catering, and coordinate external travel using Sabre and Outlook.
• Meeting Attendance: Attend confidential weekly meetings, prepare meeting minutes, and follow up on action items/reporting on behalf of the VPs.
• HR Coordination: Liaise with Sr. HRBPs to coordinate confidential and sensitive information on behalf of the VPs.
• People Forms: Create People Forms on behalf of the VPs for all staff changes/terminations.
• Invoice Management: Create requisitions and receive invoices in JDE for invoice payment on behalf of the VPs for high-level service agreements.
• Procurement Liaison: Liaise with Procurement to ensure proper signed documentation prior to JDE requisitions and proactively ensure purchase orders are issued prior to work commencement.
• Expense Reports: Prepare and submit timely expense reports on behalf of the Vice Presidents.
• Event Support: Assist with organizing, setup, and take-down of team events.
• Org Charts: Manage and create org charts using PowerPoint or Smart-Draw.
• File Management: Create and manage electronic and personal files for the VPs.
• Guest Support: Support the VPs' internal guests with all requests, including ensuring access to the building and advising physical security of contract extensions.
• Vendor Relations: Work with the VPs' external guests and develop good working relationships with vendors and their EAs.
• Special Projects: Assist with special projects as required, such as onboarding new employees, office space coordination, offsite meeting and event planning, etc.
• Process Improvement: Review current internal processes within your departments, suggest improvements, and implement changes as fitting for the business.
• Project Management
  
  Collaboration:
  
  Collaborate with the Project Management Office on process improvements and help bridge any gaps between Corporate and the supported departments as needed.

• Degree or diploma in Business Administration or related field;
• 3 to 5 years’ experience in a senior administrative role;
• Previous experience in dealing with confidential issues is required;
• Strong written and oral communication skills required with proven…