Administrative Assistant

Administrative Assistant

Aviation Advisor, Inc. is seeking a detail-oriented and organized Administrative Assistant to join our team at the Kenosha, WI location. The Administrative Assistant will play a crucial role in coordinating administrative tasks to support the operation of the office. This role involves handling a wide range of administrative tasks, supporting staff and management, and maintaining organized records while delivering professional customer service.

Primary Responsibilities:

• Organize, maintain, and optimize online filing systems and shared drives to ensure accuracy, accessibility, and version control.
• Manage calendars and schedule meetings, including coordinating participants, and arranging logistics.
• Track projects, tasks, and deliverables across teams; maintain project trackers and follow up on deadlines and action items.
• Maintain inventory of office, program, and operational items; track usage, reorder supplies, and manage vendor coordination.
• Assist with day-to-day administrative tasks to support executive and operational workflows.
• Review, revise, and maintain company forms, templates, and internal documents for accuracy and consistency.
• Ensure forms and documents align with current policies and operational needs.
• Assist with accounting functions, such as expense reports, accounts receivable, accounts payable, and tracking payments.
• Maintain organized financial records and supporting documentation; coordinate with financial department as needed.

Requirements:

• Previous experience in office administration or management including ordering office inventory, contacting vendors, and handling department correspondence preferred.
• Previous experience in aviation maintenance administration, aircraft maintenance operations, or a similar role within the private aviation industry preferred but not required.
• Excellent communication skills with the ability to interact professionally.
• Ability to learn multiple aviation maintenance management software (e.g. CAMP Systems) procedures.
• Proficient in Microsoft Office Suite.
• Detail-oriented with a high level of accuracy in record-keeping and documentation.
• Ability to prioritize tasks effectively and manage multiple projects concurrently in a fast-paced environment.
• Flexible mindset with the ability to adapt to changing priorities and operational requirements.
• Commitment to safety, quality, and continuous improvement in all aspects of aircraft maintenance operations.
• Experience with processing expense reports, billing, invoices, and payments.

Join Aviation Advisor, Inc. and contribute to maintaining the highest standards of safety, reliability, and service excellence in private aviation! We offer competitive compensation and benefits, along with opportunities for professional development and career advancement.

Note: This job description is intended to provide a general overview of the responsibilities and qualifications for the position and may be modified or amended as needed to meet the evolving needs of the organization and industry.

Job Type: Full-time

Pay: From $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Relocation assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• 8-hour shift, Monday through Friday

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Kenosha, WI 53144 (Required)

Ability to Relocate:

• Kenosha, WI 53144: Relocate before starting work (Required)

Exempt status:

Exempt

EOE Statement

Aviation Advisor, Inc. is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Aviation Advisor, Inc. makes hiring decisions based solely on qualifications, merit, and business needs at the time.