Job Details

Description

FLSA CLASSIFICATION: Non- Exempt

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to provide comprehensive administrative and organizational support to our Executive Leadership Team. This individual will serve as a trusted partner to leadership, ensuring smooth operations, effective communication, and seamless coordination across multiple departments. The role requires excellent judgment, discretion, and the ability to manage competing priorities in a fast-paced environment.

Key Responsibilities

Executive Support & Calendar Management

Manage an active calendar of appointments and ensure the Executive’s schedule is followed, respected, and adjusted as priorities shift.
Keep leadership well informed of upcoming commitments, responsibilities, and deadlines.
Coordinate and schedule internal and external meetings, conference calls, and special events.
Arrange complex domestic and international travel plans, itineraries, agendas, and prepare related meeting materials.

Publishing & Communication Support

Qualifications

Communication & Correspondence
- Prepare, proofread, and edit correspondence, reports, and presentations, often involving sensitive or proprietary information.
- Screen, prioritize, and route incoming phone calls, emails, and other communications; greet and assist visitors.
- Draft correspondence independently, applying knowledge of company policies and procedures.
- Open, sort, prioritize, and distribute incoming mail, faxes, and electronic communications.
Meeting & Event Coordination
- Record and transcribe meeting minutes, including topics, decisions, action items, responsible parties, and deliverable dates.
- Coordinate catering needs for meetings, training sessions, and department functions.
- Assist with planning and execution of company functions, special projects, and events in collaboration with Business Development.
- Manage shared resources such as conference rooms, ensuring availability and efficient scheduling.
Administrative Operations
- Maintain and update employee and customer directories, distributing revisions in electronic format to all staff.
- Prepare and process travel documents and expense reports for executives.
- Create, compile, and analyze data for inclusion in reports, presentations, and executive summaries.
- Maintain office supply inventory and process purchase orders as needed.
- Manage parking pass issuance for employees, visitors, and customers.
- Provide customer administrative support and services as required.
- Prepare and distribute weekly aviation news articles for company officers.
- Prepare and maintain the weekend duty roster; distribute electronically to department managers weekly.
- Edit, design, and publish the company newsletter.
Other Responsibilities
- Ensure compliance with confidentiality and discretion in handling sensitive information.
- Support leadership and staff with special projects and assignments as needed.
- Perform other duties as assigned.
- Minimum 1+ years of experience in an executive administrative support role.
- Strong organizational, project management, and problem-solving skills with impeccable attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Publisher) and other relevant business tools.
- Ability to handle confidential information with discretion and professionalism.
- Demonstrated ability to manage multiple priorities and work independently under tight deadlines.
- English required, Spanish preferred (English + Spanish)
- Core Competencies
- Professionalism: Exercises sound judgment, discretion, and confidentiality.
- Adaptability: Thrives in a fast-paced environment and adjusts to shifting priorities.
- Collaboration: Builds strong relationships with internal teams and external partners.
- Communication: Clear, concise, and effective in both written and verbal communication.
- Initiative: Anticipates needs and takes proactive steps to ensure efficiency.

Aeroman

New Jobs

Executive Assistant (Entry Level)