Senior Administrative Assistant

Overview of the role:

Are you a proactive, highly organized professional with a passion for supporting senior executives in a fast-paced, dynamic environment? WestJet is seeking a Senior Administrative Assistant to provide support to the VP & Senior VPs within our Finance organization. This role is ideal for someone who thrives when managing complex schedules, handling sensitive information with discretion, and fostering strong cross-functional relationships. 

You’ll be a key partner to our Finance Senior Leadership Team, which includes Treasury, Supply Chain & Procurement, FP&A, Controller, Payment Services, and Tax functions. Your ability to anticipate needs, manage competing priorities, and maintain a positive, calm, professional demeanor will be essential to your success. 
Key deliverables include: 

• Provide comprehensive calendar management and scheduling support to Senior Vice Presidents, Vice Presidents, and their Directors as required. 
• Handle confidential communications and documents with discretion and sound judgment. 
• Serve as a liaison, providing tactful guest service to internal stakeholders and external contacts, including government officials and executive guests. 
• Draft, edit, and distribute professional correspondence and communications on behalf of leadership. 
• Coordinate logistics for meetings, including venue booking, catering, travel arrangements, and technology setup. 
• Attend confidential meetings and accurately record minutes and action items. 
• Coordinate executive supplier meetings with strong attention to detail.  
• Support the development of presentations and internal communications. 
• Manage expense reporting, time entry approvals (Kronos), and digital filing systems. 
• Assist with invoice processing and purchase order coordination. 
• Facilitate onboarding and workspace setup for new hires across the Finance teams. 
• Organize team events, offsites, and group activities. 
• Provide backup support to the Executive Assistant to the EVP & CFO as needed. 
• Continuously seek opportunities to improve administrative processes and team efficiency.  

Experience and qualifications: 

• Minimum 8-10 years of experience in a senior administrative or executive assistant role, preferably in a corporate, finance, or executive office setting. 
• Post-secondary education in business administration or a related field. 
• Exceptional written and verbal communication skills, with a proven ability to manage confidential information. 
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), MS Teams, and SharePoint. 
• Strong organizational and time management skills, with the ability to prioritize multiple priorities within a fast-paced environment. 
• Attention to detail and accuracy of work. 
• Self-starter with a high degree of professionalism and the ability to work independently. 
• Demonstrated ability to build strong relationships across all levels of the organization.