Office & Travel Administrator

Take Your Career to New Heights with Flair Airlines

We’re here to make air travel affordable for everyone, and we’re looking for talented individuals who want to help us continue changing the industry for the better. As Canada’s most reliable airline, we're all about offering real value. As we continue to expand our network, increase flight frequencies, and introduce more services, we’re looking for passionate team members to help us in our mission to make air travel accessible for everyone. We know who we are, and we’re confident in our approach.

Your Team:

Join Flair’s Executive Office team, where executive support and effective administration help ensure the smooth coordination of leadership activities and daily office operations. Reporting to the Director, Executive Office Operations, the Office & Travel Administrator provides administrative and coordination support to the Executive Leadership Team, including Vice Presidents and Chiefs. The role manages executive calendars, meetings, travel arrangements, document preparation, and administrative follow-up to ensure leadership priorities are organized and supported efficiently.

The Office & Travel Administrator also oversees corporate (non-crew) business travel, including flight and hotel bookings, approvals, payment coordination, and expense tracking. In addition, the role supports office operations through building access management, parking administration, vendor coordination, purchasing, and general administrative services.

Working closely with executive leaders, internal teams, and external service providers, the role manages competing priorities, responds to time-sensitive requests, and handles confidential information with professionalism and discretion.

This role is based on-site at our Toronto, ON (YYZ) office.

A Day in the Life:

Executive Leadership Support

• Provide comprehensive administrative support to the Executive Leadership Team, including Vice Presidents and Chiefs, ensuring executive priorities, schedules, and daily activities are effectively managed.
• Coordinate executive calendars, appointments, meetings, and scheduling changes, anticipating conflicts and adjusting priorities as needed.
• Organize executive and leadership meetings, including agendas, meeting materials, presentations, minutes, and follow-up on action items.
• Prepare, format, and review executive correspondence, reports, presentations, and other business documents to ensure accuracy and professionalism.
• Coordinate executive travel arrangements, accommodations, itineraries, and expense submissions.
• Manage executive correspondence, meeting requests, and administrative inquiries, ensuring timely responses and appropriate follow-up.
• Maintain confidential executive documents, records, and sensitive business information with discretion.
• Coordinate executive visits, leadership events, and meetings involving internal and external stakeholders.
• Track outstanding administrative requests, deadlines, and deliverables to ensure executive priorities remain on schedule.
• Provide administrative and logistical support for executive projects, business initiatives, and other priorities as assigned.

Corporate Travel Coordination

• Administer corporate (non-crew) travel arrangements, including flights, hotel accommodations, approvals, and payment requirements.
• Manage the corporate travel inbox, responding to inquiries, preparing travel options, and coordinating approved bookings.
• Maintain corporate hotel relationships, negotiated rates, prepayments, and authorization documentation.
• Administer the Egencia travel platform, including user access, account maintenance, and guest travel bookings.
• Coordinate urgent travel requirements, including maintenance Aircraft on Ground (AOG) requests.
• Maintain travel expenditure records and prepare monthly cost allocation reports for Finance, identifying opportunities for cost savings.

Office Administration

• Coordinate office operations, including facilities requests, office supplies, meeting spaces, and general workplace requirements.
• Administer office access, keys, fobs, employee access records, and coordination with building management.
• Complete monthly RAIC and parking audits, including account updates, employee records, and visitor parking arrangements.
• Coordinate office maintenance requests, building communications, and updates to office reference materials.
• Manage purchasing of office and hangar supplies, corporate merchandise, and departmental materials, including vendor coordination and cost comparisons.
• Coordinate the return of office assets and maintain accurate administrative records.
• Perform additional duties and responsibilities as assigned.

What You Bring to the Role:

The preferred candidate should exemplify Flair's core values: honesty, efficiency, accountability, and respect, while demonstrating success in previous roles. Additionally, we are seeking individuals who possess:

• Education:
  • Post-secondary education in Business Administration, Office Administration, Executive Administration, or a related field is preferred.
• Experience:
  • Minimum of 3 years of relevant administrative experience, preferably supporting senior executives or executive leadership teams.
  • Experience managing executive calendars, coordinating leadership meetings, preparing business correspondence, and organizing executive travel.
  • Background handling confidential information, sensitive business matters, and competing executive priorities.
  • Experience coordinating corporate travel arrangements, including flights, hotels, approvals, and expense administration.
  • Familiarity with office administration, vendor coordination, purchasing, and workplace services.
  • Proficiency in Microsoft Office 365, particularly Outlook, Word, Excel, PowerPoint, and Teams.
  • Experience using corporate travel platforms such as Egencia or similar booking systems is considered an asset
• Skills & Abilities:
  • Excellent organizational and time management skills, with the ability to anticipate executive needs, manage competing priorities, and meet deadlines.
  • Professional communication and interpersonal skills, with the ability to interact confidently with senior executives, internal stakeholders, and external business partners.
  • High level of discretion, confidentiality, and professionalism when handling sensitive executive and business information.
  • Exceptional attention to detail when preparing documents, coordinating schedules, and managing travel arrangements.
  • Ability to work independently, exercise sound judgment, and take initiative with minimal supervision.
  • Effective problem-solving skills, with the ability to respond to urgent requests, adapt to changing priorities, and resolve administrative challenges.
  • Strong document preparation, formatting, and presentation skills, with the ability to produce accurate, professional executive materials.
  • Service-oriented approach with the ability to establish productive working relationships across departments.
• Requirements:
  • Clear criminal record check and satisfactory references. 
  • Must be able to obtain and maintain a valid Restricted Area Identity Card (RAIC).
  • Must be legally eligible to work in Canada without restriction.

Why You’ll Love Working Here:

At Flair, we prioritize our teams by cultivating a supportive, collaborative work environment filled with opportunities for growth. Investing in our people is at the heart of what we do because your success fuels our collective achievements. We are dedicated to fostering a workplace where leaders thrive, innovation flourishes, and every team member feels valued and empowered.

From the moment you join us, you’ll have access to a comprehensive benefits package designed to support your well-being - because when you’re at your best, so are we. This benefits package includes:

• Comprehensive Salary– A salary that reflects your experience and contributions.
• Comprehensive Benefits – Competitive medical and dental coverage, disability insurance, life insurance, and an employee & family assistance program.
• Retirement Savings – A pension plan with employer-matched contributions.
• Unlimited Travel Perks – Enjoy free and discounted flights for you and your travel companions.

If you’re ready to join a team that’s bold, innovative, and fun, we want to hear from you!

Your Career, Your Journey - Join Flair!

If you’re ready to embark on this exciting journey with Flair Airlines, please submit your resume through the job posting and answer a few questions about your experience and suitability for the role. We look forward to reviewing your application.

Apply by: November 06, 2026

At Flair, we’re committed to building an inclusive, equal, and accessible workplace that welcomes diverse talent. We encourage candidates from all backgrounds to apply. If you need accommodation during the selection process, just let us know.

We thank all applicants for their interest in Flair; however, only those selected to continue in the process will be contacted.

Website: flyflair.com