Flight Ops Admin Asst

Flight Operations Administrative Assistant

The Flight Operations Administrative Assistant (FOAA) reports to and supports both the Director of Managed Aircraft & Charter and the Chief Pilot. Working under their direction and ongoing oversight, the FOAA provides daily administrative support to the Flight Operations and Scheduling Departments, with primary emphasis on crew training administration, records management, and regulatory documentation.

All duties are performed at the direction of, and are subject to the review and approval of, the Chief Pilot and the Director of Managed Aircraft & Charter, who retain responsibility and accountability for the work performed in this position.

Records, Audits & Regulatory Documentation

• Maintain and perform continuous and scheduled (monthly/bi-weekly) audits of flight operations records as directed, including aircraft binders, crew training records, check airman and contract check airman binders, flight duty time binders, the manual record revision binder, checklists, and PRIA/PRD binders the latter in conjunction with HR and in accordance with company policy.
• Maintain the Pilot Records Database (PRD) under the direction of the Chief Pilot, entering and updating all records pertaining to pilot employment, including hire and termination information, training events, and drug and alcohol records.
• Conduct routine reviews of the EASA site as directed and update crewmember 8410s, aircraft documents, and safety documents (SPIs, manual references, and audit certificates); flag any discrepancies to management.
• Review crewmember profiles and aircraft specifications in FOS for accuracy and report discrepancies for correction.
• Track crew documents, including passports, medicals, driver's licenses, and address updates.
• Assist with the collation and distribution of LOAs and Ops Specs, compiling individual documents into a single record and updating the COG, aircraft binders, and related files.

Crew Training Administration

• Support administration of the Aircrew Academy program: track INDOC initial and recurrent training, assign curriculum as directed, monitor crewmember progress, and process completion documentation module and curriculum certificates, training summaries, 30-250 forms, certificate updates, PRD entries, and 8410s for distribution, signature, and tracking.
• Audit the training calendar and schedule recurrent and initial training slots in line with company procedures and base months; prepare Training and Checking Authorization forms for management submission.
• Book training-related travel, including airline, rental car, and hotel accommodations.
• Process post-training documentation as directed: update client activity schedules and records in FOS, update the PRD with training and check results, print flight training records, and annotate training summaries (autocoupled approaches, missed approaches, engine-outs, PIC/SIC hours, approaches, and takeoffs/landings) for management review.
• Coordinate, schedule, and document in-house training, including emergency drills (pool), emergency exit training, First Aid/CPR, TOCP, and EOD; coordinate with crew, scheduling, maintenance, and designated staff, and complete certificate forms for distribution and signature.
• Schedule additional and specialized training as directed, such as EVAS, differences training, and special operations (e.g., mountainous airports).

Crew Scheduling & Availability Support

• Coordinate crewmember days off and availability; compile requests for management approval, enter approved days off into the crew side of FOS, and forward to the Scheduling Department for entry on the aircraft side.
• Manage ongoing changes to crew days off throughout the month to accommodate trips and training events.
• Coordinate with the Scheduling Department to establish and verify crew availability, currency, and proficiency.

Manuals & Document Control Support

• Assist with updates and revisions to flight operations manuals and materials, including the GOM, SOPM, checklists, SAFA, and international operations documentation; all revisions are reviewed and approved by the Chief Pilot.
• Create and maintain aircraft binders for the entire Chantilly Air fleet, including acceptance checklists, signature cards, applicable company forms, IS-BAO and EASA certificates, insurance documentation (fleet, worldwide, Canadian, and Mexican commercial/Part 91), customs and bond paperwork, OST forms, permits, overflight exemptions, and charter certificates.

Crew Onboarding & Meetings Support

• Coordinate with management to schedule interviews for prospective new hires.
• Coordinate with other departments to facilitate the onboarding of new pilots.
• Schedule pilot meetings and record meeting minutes.

Duty Logs & Reporting

• Print and review crew duty logs; identify and correct discrepancies, verify corrections with management, reprint as needed, and distribute for signature and tracking. Update crew training records and transfer completed logs to the annual duty log binder at year end.
• Prepare monthly expense reports.

General Administrative Support

• Order crew uniforms for current crewmembers and new hires.
• Serve as secondary for general stock.
• Perform additional duties as assigned by the Chief Pilot, Assistant Chief Pilot, or Director of Managed Aircraft & Charter, and assist crewmembers with miscellaneous tasks.

Education, Skills & Experience

• Extraordinary customer service skills a must.
• Strong attention to detail.
• Excellent communication skills.
• Ability to handle confidential information with discretion.
• Extremely organized, technical, punctual, and professional.
• Ability to carry out responsibilities accurately and reliably under direction, exercising good judgment within established procedures.
• Excellent computer skills in Microsoft Office Word, Excel, Outlook, and PowerPoint.
• Experience with Portside Horizon and FOS software a plus.
• Familiarity with Part 135 operations and crew recordkeeping a plus.
• Background, drug, and driving record checks will be required prior to becoming eligible for employment.