Administrative Assistant I, II, III

Want to be a part of something bigger than yourself? To contribute to a team making moves on a global scale? Then you’re invited to join the team that lives the So Cal, So Easy vibe. The phenomenal team works daily to connect people, places and create experiences for the millions of passengers traveling through Southern California’s Ontario International Airport (ONT). ONT is looking for people who think outside of the box, who get excited about the possibilities, and who want to continue paving the way for the fastest growing airport in the U.S. If you want to be a part of a vibrant team making world-class moves, and contribute to shaping the future of this airport, region and industry, then look no further. #ThisisONT. We are currently seeking a highly motivated individual to support our Procurement Team! Depending on the qualifications and experience, you may be considered for one of the following levels below. Applications will be accepted through June 12th, 2026 or until the first 150 applications are received. COMPENSATION Level I - $22.28-$32.19 hourly *Hiring Salary Range: $22.28-$27.24 hourly (starting salary will be within this range based upon qualifications) Level II - $29.71-$37.14 hourly *Hiring Salary Range: $29.71-$33.43 hourly (starting salary will be within this range based upon qualifications) Level III - $34.66-$42.09 hourly *Hiring Salary Range: $34.66-$38.38 hourly (starting salary will be within this range based upon qualifications) Plus a generous benefits package to include medical, dental, vision and 10% employer paid 401A through VOYA Financial. SUMMARY Employees in this classification perform sensitive, and confidential administrative work in support of their assigned department and management staff. This includes a wide variety of tasks designed to relieve the management staff of administrative / secretarial functions for the Ontario International Airport Authority (OIAA). DISTINGUISHING CHARACTERISTICS The Administrative Assistant III is the Level III within the Administrative Assistant series and is responsible for performing highly complex, sensitive, and confidential assigned duties as identified below. Incumbents within this classification initially perform highly complex duties and responsibilities as an experienced assistant. The Administrative Assistant III is responsible for providing assistance in carrying out special projects, supervising or coordinating specific programs, and proactively attending to administrative details. JOB RESPONSIBILITIES Important and essential duties may include, but are not limited to the following: Performs duties consistent with the Administrative Assistant II independently. Serves as primary liaison with cross-departmental senior management for communication regarding projects, development of training, policies and procedures, and data from core components of administrative support. Assists in the discovery, development, and scoping of new solutions to create a consistent, inclusive, professional experience and work environment for all OIAA employees, customers, and partners. Leads, mentors, and provides training to the Administrative Assistant I and IIs. Schedules and organizes activities including, but not limited to, meetings, travel, conferences, events, and department activities for all members of the department. Collaborates with other departmental admins to maintain a cohesive organization-wide schedule and calendar for the executive team as a whole. Creates and maintains a library of professional correspondence templates. Types general correspondences, memos, charts, tables, graphs, etc. Proofreads drafts for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy. Acts as departmental procurement officer when required through the financial system. Establishes and coordinates standardized process flows to make travel arrangements for conferences, workshops, and other meetings to be attended or administered by personnel. Maintains appointment schedules and calendars for department management staff as needed. Trains and provides work direction to other personnel or volunteers as needed. Establishes, develops, maintains, and updates filing system for management staff. Sorts and distributes mail. Opens mail for the management staff. Maintains and creates drafted written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information. Documents the department’s corporate credit card expenses for reimbursement. Answers phones for the management staff and the assigned. Takes messages or fields/answers routine and non-routine questions. Handles confidential and non-routine information and explains policies when necessary. Creates and develops visual presentations as directed. May provide trainings to the Administrative Assistant I and II. Seeks and implements efficiency improvements in various processes and procedures. Works in cooperation with Administrative Assistants from other departments and office support staff. Acts as a liaison with other departments and outside agencies. Works independently and within a team on special nonrecurring and ongoing projects; acts as project manager for special projects at the request of management staff. Does related work as assigned. May occasionally be assigned to other duties for training purposes or to meet technological changes or emergencies. PROFILE OF THE IDEAL CANDIDATE Possesses subject matter expertise and a track record of accomplishment in all or many of the disciplines outlined in this job description Possesses the ability to think proactively and prioritize work to meet deadlines Excellent organizational, verbal, and written communication skills Possesses outstanding customer service skills Effectively prioritize and execute tasks in a high-pressure environment Maintains in-depth knowledge of the airport's infrastructure, airline carrier operations, and the communities served Ability to develop, follow, and train others on written and oral instructions Ability to understand, apply, and train others on complex policies and procedures in a fair and consistent manner Possesses the ability to interact effectively and courteously with employees, tenants, and the general public in an international aviation environment Ability to evaluate, prepare, and present clear and concise reports Ability to handle high-profile incidents effectively, appropriately, and tactfully Ability to develop and establish strong working relationships with key partners as demonstrated by the level of two-way communication and feedback Ability to work independently as well as within a team environment In-depth understanding of the preparation, analysis, and evaluation of reports and statements Highly Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook) Ability to consistently demonstrate the Core Values of OIAA MINIMUM QUALIFICATIONS Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position. Level I A High School Diploma or a recognized equivalent is required. Two (2) years of clerical experience providing direct administrative support to a manager or executive. One year of administrative support in aviation or hospitality is desirable. Ability to type with speed and accuracy. Level II A High School Diploma or a recognized equivalent is required. Three (3) years of increasingly responsible clerical experience, including at least two (2) years of experience providing direct administrative support to a manager or executive. One year of administrative support in aviation or hospitality is preferred Ability to type with speed and accuracy. An Associate's Degree in a related field is desirable. Level III A High School Diploma or a recognized equivalent is required. One of the following options is required: an equivalent to an Associate’s Degree from an accredited college or university in Business Administration, Communications, or a closely related field or an additional two (2) years of experience in an administrative assistant leadership role. Four (4) years of increasingly responsible clerical experience that required analysis and development for enhancement of standards, including at least two (2) years of experience providing direct administrative support to a manager or executive. One year of administrative support in aviation or hospitality is preferred. Ability to type with speed and accuracy. LICENSES / CERTIFICATION Valid Driver’s License equivalent to a California Class C Driver’s License Acceptable driving record at time of appointment and throughout employment Ability to pass all background / reference checks, knowledge examinations, as well as aptitude tests necessary to obtain an OIAA employee badge at ONT PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Finger dexterity to utilize a keyboard to input information on a computer Ability to lift and carry files, mail and other media weighing up to twenty-five (25) pounds up to a distance of approximately 20 feet WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee might encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Climate controlled office environment Passenger airline terminals including operations areas not open to the public This is an at-will, non-exempt position. Only a valid and properly executed employment agreement may alter status as an at-will employee. Verbal contracts are not valid. The employment relationship may be terminated at the will of either party upon notice to the other. As an at-will employee, there would not be an established property interest in continued employment with OIAA. ADDITIONAL INFORMATION Candidates who successfully complete all phases of the selection process will be placed on an eligibility list. Current and future vacancies will be filled from this list. Lists typically last for 6 months but may be extended or abolished based upon the needs of the Ontario International Airport Authority (OIAA). The OIAA encourages applications from qualified individuals with disabilities as defined by the Americans with Disabilities Act and the Fair Employment and Housing Act. Individuals who require a reasonable accommodation to participate in any phase of the selection process must make such a request during the application process. Applicants with disabilities that affect sensory, manual, or speaking skills may be provided with a test in a format that does not require the use of the impaired skill. Persons requesting reasonable accommodation will be required to provide documentation of such a need. The OIAA supports a Drug-Free Workplace. The pre-employment physical may include a drug screen where permitted by law. Successful candidates shall be required to complete a verification form designated by the Department of Homeland Security United States Citizenship and Immigration Services that certifies eligibility for employment in the United States of America. All potential employees are required to pass a fingerprint review and may be required to pass a pre-employment physical examination prior to appointment. Employees are required to successfully complete all background / reference checks, knowledge examinations, as well as aptitude tests necessary to obtain an OIAA employee badge at ONT. The provisions of this bulletin do not constitute a contract expressed or implied and any provisions contained in this posting may be modified or revoked without notice. If applicable, official college transcripts may be required prior to receiving an offer of employment. Thank you for your interest in employment with the Ontario International Airport Authority (OIAA). Our phenomenal team works daily to connect people, places and create experiences for millions of travelers who enjoy Southern California’s Ontario International Airport. The City of Ontario and San Bernardino County formed the OIAA in August 2012 by enacting a Joint Powers Agreement. The OIAA provides overall direction for the management, operations, development, and marketing of Ontario International Airport (ONT), for the benefit of the Southern California economy and the residents of the airport's four-county catchment area. ONT is one of Southern California's busiest airports in terms of passenger and air cargo traffic, and the region's only major commercial airport with significant acreage of developable real estate and significant airfield and terminal capacity for future passenger and cargo traffic growth. Perhaps most important, ONT is one of just two airports in the region that can accommodate widebody, long-haul international passenger and wide-body freighter aircraft operations.