Operations Administrative Assistant

Administrative Assistant Munich Airport NJ LLC is an US-based subsidiary of the German Airport Operator Munich Airport. Munich Airport NJ LLC is responsible for the operations, maintenance, and concession management of the recently opened Terminal A at Newark Liberty International Airport (EWR)! We are looking for an Administrative Assistant for the Operations Department to join our team as soon as possible. You will be part of a big team of over 100 members across 4 Operations departments helping to create a world class travel experience with your expertise and personality. Your Future Responsibilities Reporting to the Vice President of Operations to provide direct administrative support to Operations Department leaders and their managers Support HR-related functions such as timekeeping, shift rostering, handling time-off requests, onboarding coordination, and tracking training requirements Manage department budgeting and financial reporting, including tracking expenses and preparing financial summaries Assist with procurement processes, including vendor research, obtaining quotes, placing orders for consumables, office supplies, operational materials, and departmental needs Manage uniform ordering and maintain backstock inventory for departmental supplies Act as a central point of oversight for training governance, supporting departments in setting up trainings, tracking delivery and completion via the Learning Management System (LMS), and ensuring compliance with internal training policies and requirements. Create and maintain agendas for department meetings and leadership sessions; take minutes and prepare regularly scheduled reports Assist in the preparation and coordination of executive visits and new guests coming to the terminal Develop presentations, spreadsheets, reports, and operational documents Schedule conference rooms and meetings; coordinate calendars across multiple departments Manage and update SharePoint, Teams, and other internal communication platforms Ensure employees are kept up to date with the latest business information and company guidelines Ensure security, integrity, and confidentiality of data and company information Assist with company events and actively participate in the planning and execution of departmental and corporate events Perform other duties as assigned Your Education & Training High school diploma or equivalent required; Associates degree in office administration or related field preferred At least three years of office experience Knowledge of aviation industry standards and practices a plus Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) Your Skills & Experience Extensive knowledge of office procedures Excellent verbal and written communication skills Excellent interpersonal and customer service skills Strong organizational and time management skills with a proven ability to meet deadlines Exceptional attention to detail Proficient with Microsoft Office Suite and SharePoint Ability to manage multiple priorities in a fast-paced operational environment Good reasons why you should become part of the airport family Be part of the team who embraces diversity, fosters collaboration, practices mentorship, and believes in a positive and healthy work climate Be a key part of building Munich Airport New Jersey's reputation in the US International working environment, with growth opportunities Attractive benefit package; Health, Vision, Dental, 401(k) Matching, LTD/STD, Life Insurance, PTO The base salary range for this role is $60k to $70k. Base salary is part of our total rewards package which also includes the opportunity for annual salary increases and bonuses. Employees are eligible for them and eligible dependents to enroll in medical, dental, vision and Employee Assistance Plan (EAP) benefits as of DAY 1. Employees are also eligible for our 401(k) plan, which includes a company match, after six months of service. The employer also provides life and disability insurances and leaves provided in line with NJ and federal law. Our robust time-off policy includes paid time off and 12 paid holidays. Total compensation, including base salary to be offered, will depend on elements unique to each candidate, including candidate experience, skills, education and other factors permitted by law. Munich Airport US Holding and its subdivision Munich Airport NJ LLC are equal opportunity employers.