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Starlink Aviation
Executive Assistant, Client Services and ProjectsStarlink Aviation • Dorval, Quebec, Canada
Executive Assistant, Client Services and Projects

Executive Assistant, Client Services and Projects

Starlink Aviation • Dorval, Quebec, Canada
2 days ago
Job type
  • Full-time
  • Permanent
Job description

Reporting to the Vice President of Operations, the Executive Assistant, Aircraft Owner Services and Project Management, plays a cross-functional role in coordination, follow-up, and administrative support for aircraft owners and internal teams.

Your role

Aircraft Owner Communications

  • Manage and follow up on communications with aircraft owners regarding matters related to their aircraft.
  • Coordinate follow-ups related to scheduled and unscheduled maintenance, inspections, maintenance work, and technical events requiring communication with owners.
  • Coordinate, when necessary, the scheduling of a replacement aircraft when an aircraft becomes unavailable.
  • Participate in the follow-up of new management agreements, contract renewals, and special requests from aircraft owners.
  • Support administrative follow-ups related to engine program contracts, suppliers, and contractual files.
  • Monitor insurance renewal documentation in coordination with the responsible stakeholders.
  • Assist with administrative follow-ups related to the recruitment, assignment, or transition of pilots dedicated to a specific owner or aircraft.
  • Clarify special billing situations when operational circumstances must be explained to the client or the Finance team.
  • Maintain professional, clear, and consistent communication with clients, aircraft owners, and internal stakeholders.

Project Management

  • Demonstrate the ability to work effectively in a fast-paced environment where priorities change rapidly.
  • Collaborate closely with senior management and maintain a strong team-oriented approach.
  • Coordinate and monitor internal projects involving multiple departments.
  • Maintain cross-functional visibility on the progress of assigned projects and initiatives.
  • Conduct necessary follow-ups with relevant teams to ensure deadlines are met.
  • Update and maintain project management software and tools used by the organization.
  • Participate in the monitoring of aircraft sales, acquisitions, imports, and transition projects (brokerage activities).
  • Prepare progress reports, action item lists, and decision-tracking summaries for active projects.
  • Identify roadblocks, delays, or issues requiring the attention of the Vice President of Operations.
  • Contribute to the continuous improvement of project tracking, document management, and coordination processes.

Administrative and Executive Support

  • Work closely with the Vice President of Operations to support various administrative activities and follow-ups.
  • Prepare, draft, and maintain minutes of directors’ meetings and other assigned meetings.
  • Assist with calendar management, deadline reminders, and meeting preparation.
  • Prepare tracking documents, reports, summaries, spreadsheets, and internal communications as required.
  • Maintain an organized filing system for documents related to clients, projects, contracts, and aircraft.
  • Support the preparation of communications intended for clients, aircraft owners, suppliers, and internal teams.
  • Perform any other related duties associated with supporting the Vice President of Operations and meeting the organization’s operational needs.

Requirements

Required qualifications

  • Relevant experience in an administrative, coordination, customer service, or project management role.
  • Experience in aviation, aircraft management, or serving a high-end clientele is considered a strong asset.
  • Excellent command of both French and English, spoken and written.
  • Strong proficiency in the Microsoft Office Suite.
  • Knowledge of Microsoft Teams, SharePoint, Planner, or other project tracking and collaboration tools.
  • Knowledge of FOS, Corridor, CAMP, or other aviation operations and maintenance software is considered an asset.
  • Ability to manage multiple files and priorities simultaneously with professionalism, discretion, and attention to detail.
  • Canadian citizenship or permanent resident status.
  • Eligibility to obtain a Restricted Area Identity Card (RAIC).

Your skills

  • Strong organizational skills, attention to detail, and a consistent, methodical approach to work.
  • Meticulous attention to detail in document preparation, filing, and follow-up activities.
  • Excellent follow-up and coordination skills, with the ability to proactively track outstanding items.
  • Ability to work independently while respecting established priorities and deadlines.
  • Professional judgment and discretion when handling confidential and sensitive information.
  • Strong interpersonal and communication skills when interacting with clients, aircraft owners, suppliers, and internal teams.
  • Ability to quickly understand and navigate operational, administrative, and contractual matters.

Benefits

Our offer

  • Experienced and dynamic team
  • Uniform provided
  • Competitive salaries based on licenses and experience
  • Flexible schedule
  • RRSP
  • 3 weeks of vacation after the first year of service
  • 5 personal days
  • Comprehensive benefits package, including:
  • Group insurance
  • Employee & Family Assistance Program
  • Life insurance
  • Short- and long-term disability insurance
  • Dental and prescription drug coverage
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Executive Assistant, Client Services and Projects • Dorval, Quebec, Canada

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