Creative Studio Operations Administrator at Air Canada · TORONTO

Creative Studio Operations Administrator

Being part of Air Canada is to become part of an iconic Canadian symbol, recently ranked the best Airline in North America. Let your career take flight by joining our diverse and vibrant team at the leading edge of passenger aviation.

The Administrator plays an integral role in the day-to-day operation and delivery of the Creative Studio, coordinating projects, vendors, logistics and operational processes across creative production, brand and spatial design. Applying working knowledge of creative operations and sound judgment within established practices, this role independently coordinates multiple workstreams, adapts procedures to varied situations, provides practical guidance to partners and resolves low- to moderately complex operational issues from planning through implementation.

Responsibilities:

• Administer video production logistics, evaluating requirements and coordinating crew, travel, permits, locations, releases, rentals and production research across multiple assignments.
• Own the administration and quality control of contracts, releases and production documentation, identifying gaps and driving timely completion.
• Administer post-production schedules, review cycles, version control and client feedback, adapting workflows and resolving competing priorities to maintain delivery.
• Administer the trademark process, including documentation, partner communications, agreements, approvals and records, and provide practical guidance on process requirements.
• Oversee print-related requests and advise internal partners and vendors on production requirements, options and delivery considerations.
• Lead vendor quote processes for printing and production, analyzing requirements, clarifying scope and supporting informed vendor and cost decisions.
• Establish and maintain standards for creative assets, templates and project documentation to strengthen governance, accessibility and reuse.
• Administer shared resources, operational documentation, trackers and team distribution lists, identifying and implementing process improvements.
• Administer branding, signage and décor implementation across facilities and the lounge network, coordinating delivery packages, vendors, production logistics, timelines and on-site installation through completion.
• Partner with the Spatial Design team to plan and administer branding and signage delivery across the lounge network, advising on implementation requirements and resolving vendor, production, logistics and installation issues.
• Own integrated tracking of timelines, deliverables, dependencies and approvals across assigned projects; assess impacts, recommend corrective actions and secure stakeholder cooperation to keep work moving.
• Analyze and resolve low- to moderately complex operational and logistical issues by selecting and adapting established procedures, escalating material risks with recommended actions.
• Administer Studio financial and procurement processes, including vendor onboarding, purchasing, invoicing, payment tracking, expense reconciliation and project expenditure records; investigate discrepancies and ensure compliance with established requirements.
• Oversee day-to-day Studio operations and workplace requirements, advising employees and vendors and partnering with IT, Facilities, Procurement and other corporate teams to resolve onboarding, equipment, access and system-permission issues.
• Plan and administer travel and event logistics for meetings, workshops, employees and vendors, applying judgment to resolve changes, exceptions and time-sensitive requirements.
• Administer the movement, delivery and control of Creative Studio materials and production assets, including shipping, couriers, documentation and Studio storage, resolving exceptions and maintaining accurate records.
• Design and implement more efficient ways of working through streamlined systems, automation and self-service tools and resources; monitor effectiveness and recommend ongoing improvements.

Qualifications

• Bachelor’s degree, relevant certification and/or equivalent experience in Project Management, Creative Production, Business Administration or a related discipline, commensurate with the role.
• 3+ years of working experience
• Progressive experience administering creative operations, production programs or projects in a creative environment, with accountability for well-defined processes and deliverables.
• Demonstrated ability to independently administer multiple projects, priorities and deadlines, exercise sound judgment and ensure detailed follow-through.
• Demonstrated analytical thinking and creative initiative, with experience designing systems, adapting processes and using automation to improve efficiency.
• Experience managing external vendor relationships, production requirements, quotes, timelines and deliverables, including providing practical advice and resolving exceptions.
• Working knowledge of invoicing, purchasing, procurement and vendor processes, with the ability to investigate discrepancies and apply established policies and procedures.
• Strong written and verbal communication skills, including the ability to explain detailed information, provide practical guidance, gain cooperation and build effective relationships across teams and external partners.
• Proficiency in Word, Excel and project management tools, with the ability to build and maintain trackers, documentation and self-service resources.
• Demonstrate punctuality and dependability to support overall team success in a fast-paced environment.

Nice to have:

• Bilingualism in English and French
• Experience with print, signage, installations or physical production

Conditions of Employment:

Candidates must be eligible to work in the country of interest at the time any offer of employment is made and are responsible for obtaining any required work permits, visas, or other authorizations necessary for employment. Prior to their start date, candidates will also need to provide proof of their eligibility to work in the country of interest.

Linguistic Requirements

Based on equal qualifications, preference will be given to bilingual candidates.

Diversity and Inclusion

Air Canada is strongly committed to Diversity and Inclusion and aims to create a healthy, accessible and rewarding work environment which highlights employees’ unique contributions to our company’s success.

As an equal opportunity employer, we welcome applications from all to help us build a diverse workforce which reflects the diversity of our customers, and communities, in which we live and serve.

Air Canada thanks all candidates for their interest; however only those selected to continue in the process will be contacted.