Office Administrator

Company Description AELF (Aircraft Engine Lease Finance Inc.) is an established leader in commercial aircraft leasing, headquartered in Chicago. The company provides customized and flexible financing solutions to airlines and commercial aircraft operators around the world. With nearly a decade of successful operations, AELF manages a fleet that includes A330-200s and 737-800s as well as an engine portfolio. Team members at AELF work in a dynamic, global environment where attention to detail and strong client service are highly valued.

Key Responsibilities

Office Management:

• Maintain Chicago and Miami office functionality.
• Greet office visitors and ensure they are hosted and cared for in a professional manner.
• Oversee daily office operations and ensure the office is well-supplied, clean, organized, and maintained.
• Manage regular order of office supplies and stocking of kitchen (beverages, snacks, etc.).
• Prepare reports on fleet status and update office display screens weekly and as required.
• Receive and scan paper invoices via post office mail and circulate to accounting.
• Coordinate with IT support to ensure proper functionality of phones, internet, and email service.
• Regularly review and evaluate office recurring invoices (phones, internet, subscriptions, etc.) to ensure best practices and best pricing.
• Coordinate with building management to create visitor passes, security passes and work order tickets.
• Research, plan and book company social and culture-building events.
• Assist HR with onboarding and offboarding employees.
• Assist Accounting with reconciling department expenses.
• Proactively identify and implement additional ways to support office and executives.
• Complete other tasks and projects assigned.

Executive Support:

• Arrange complex travel schedules (domestic and international). Prepare and monitor itineraries with support for travel related issues and changes.
• Support travelers with visa processing, passport renewals and country specific regulations.
• Track and input commercial marketing contacts and data into CRM.
• Organize and prepare presentations and executive material for meetings.
• Prepare and submit expense reports.
• Complete and take ownership of special projects.

Profile:

• Minimum 5 years of experience in office administration or C-level executive support
• Experience with complex international travel.
• Proven ability to manage multiple tasks and prioritize effectively in a fast-paced environment with excellent attention to detail.
• Strong written and verbal communication skills to interact with all levels of stakeholders.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Exceptional organizational skills.
• Strong relationship development skills, outgoing, and able to effectively liaise with a broad range of stakeholders
• Self-starter and highly motivated; must have intellectual curiosity, desire to learn, and passion for delivering a quality work product.