# Executive Assistant, Client Services and Projects

> Starlink Aviation · Dorval, Canada · Full-time · Posted 2026-06-04

**Workplace:** on_site

**Department:** Maintenance

## 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

## Apply

[Apply at Starlink Aviation](https://apply.workable.com/starlink-aviation/j/6DFF4F7614/apply)

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