Airline Administrative Assistant

Administrative Assistant

Under the direct supervision of the General Manager this position provides administrative and secretarial support for the General Manager and station. In addition to typing, filing and scheduling, performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

Essential Duties And Responsibilities:

• Processes daily reconciliation sheet for each flight with precise operational detail to the accounting department.
• Performs daily inputting of employees hours worked into the company accounting system
• Schedules and organizes complex activities such as meetings, travel, conferences and station activities for all members of the station.
• Performs desktop publishing. Creates and develops visual presentations for the General Manager.
• Establishes, develops, maintains and updates filing system for the General Manager and the station.
• Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail. Opens mail for the General Manager. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information
• Answers phones for General Manager and station. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other supervisors.
• Acts as a liaison with other headquarters and outside agencies.
• Handles confidential and non-routine information and explains policies when necessary.
• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the General Manager, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Activities include: sending travel reimbursements, documenting expenses and sending to accounting department.
• Other duties as assigned by General Manager

Competency/Behavioral Requirements:

• Adaptability: Demonstrates flexibility in the face of change; Projects a positive demeanor regardless of changes in working conditions; Shows the ability to manage multiple conflicting priorities without loss of composure.
• Organization: Time Management: Determines the appropriate allocation of time; Space Management: Effectively manages the workspace(i.e. keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment, etc.); Task Management: Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines
• Proactive: Demonstrates the ability to foresee problems and prevent them by taking action; Utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs
• Communication Skills: Listening skills: Understands that the most important aspect of communication is the act of listening and actively works to improve those skills; Oral skills: Speaks with confidence using clear, concise sentences and is easily understood; Written skills: Produces well thought-out, professional correspondence free of grammatical and spelling errors; Telephone/E-mail: Uses high quality, professional oral and written skills (as described above) to project a positive image of the business

Physical Demands:

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Other Requirements and Qualifications:

Education: High School Diploma or Equivalent

Experience: One year of administrative experience. Knowledge: Strong working knowledge of PC computers, Word, Excel, Google Docs and PowerPoint programs at an intermediate level. Must be able to fulfill the requirements to obtain a SIDA (Secure Identification Display Area) badge

Must have authorization to work in the U.S. as defined in the Immigrations Act of 1986

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice