Administrative Assistant

When applicable, Bombardier promotes flexible and hybrid work policies.

Why join us?

At Bombardier, we design, build and maintain the world’s peak-performing aircraft for the world’s most discerning people and businesses, governments and militaries. We have been successful in setting the highest standards by putting our people at the heart of it all, and defining excellence, together.

Working at Bombardier means operating at the highest level. Every day, you are part of a team that delivers superior experiences and products, pushing the boundaries of what's possible in our industry and beyond. By prioritizing employee growth and development, we empower everyone to reach their full potential on their own terms, because the best work happens when you are free to be yourself and share your unique expertise.

Bombardier’s Benefits Program

With our employees’ well-being top of mind, we offer a comprehensive and competitive Benefits Program, which includes the following:

• Insurance plans (Dental, medical, life insurance, disability, and more)
• Competitive base salary
• Retirement savings plan
• Employee Assistance Program
• Tele Health Program

Position Summary

The Administrative Assistant provides high-level administrative and operational support to the managers of the HR management team of the Talent Management, HRIS & Sustainability and Total Rewards teams.

What are your contributions to the team?

1. Financial Operations
Purchase Orders, Vendors, and Reconciliations
• Prepare, issue, track, and reconcile purchase orders (POs) for HR leaders, events, vendors, and recurring activities.
• Follow up with suppliers, verify invoices and validate budget compliance.
• Validate monthly charges and escalate variances as needed.
• Ensure compliance with internal financial policies and procurement guidelines.
Budgets and financial monitoring
• Consolidate monthly budget captions, forecasts and year-end processes (high complexity for TA, HRLT activities and supplier budget lines).
• Manage annual budget cycle inputs for HR leaders and prepare bids in systems such as BPC.
• Support audit-ready documentation of external partner events, sponsorships and expenses.
• Prepare expense reports and financial summaries for the VP HR and HRLT.
Governance, Reporting & Compliance
• Improve financial governance processes and propose solutions to optimize efficiency.
• Maintain accurate financial records, dashboards and monthly reports.
• Support chargeback processes (monthly and annual) by ensuring accuracy and completeness.
• Act as a financial liaison between the HR, Finance and Procurement teams.

2. Support and coordination
Agenda, travel and daily coordination
• Manage agendas and ensure the planning of meetings.
• Coordinate travel and logistics.
• Prioritize incoming information and determine required actions.
Support for meetings and projects
• Organize meetings, including preparation of materials, logistics, room reservations and follow-ups.
• Support special projects related to HR strategy, events, recognition and onboarding of new employees.
• Coordinate cross-functional meetings and manage communications on behalf of management.
Documentation and communication
• Drafts, formats and revises correspondence, presentations, memoranda, reports and other documents in English and French.
• Update organizational charts.
• Manage incoming and outgoing mail.
Management of the Common Areas of the Human Resources Team of the Administrative Centre
• Stationery management and material ordering
• Ensure the proper functioning of the department's meeting rooms
• Manage locker assignments
• To provide support to the users of the hotelling reservation system
• Coordination and management of training rooms

How to thrive in this role?

• You have a college degree in office technology, finance, administration or equivalent;
• You have a minimum of 8 years of relevant experience;
• You have excellent communication skills both spoken and written in French and English;
• You have excellent knowledge of MS office (Word, Excel, Power Point) Outlook;
• You must be a team player, known for your dynamism, strong interpersonal relations, judgment and organization skills;
• You have the ability to assess and manage business priorities in a dynamic and fast pace environment;
• You have experience in project management;
• You have a strong sense of confidentiality
• You like to have several continuous mandates.

Now that you can see yourself in this role, apply and join the Bombardier Team!

Please note: You don’t need all the skills, knowledge, and experience listed to apply for this position. We’re not looking for the perfect candidate, we’re looking for great talent and passionate individuals.

Bombardier is an equal opportunity employer and encourages persons of any race, religion, ethnicity, gender identity, sexual orientation, age, immigration status, disability or other applicable legally protected characteristics to apply.

Job Administrative Assistant

Primary Location Administrative Centre (CA)

Organization Aerospace Canada

Shift

Employee Status Regular

Requisition 12306 Administrative Assistant