The Administrative Assistant is a non-flying position that reports directly to the Director of Aviation. The Administrative Assistant is responsible for assisting various departments within our Aviation Team. This position requires a high level of detail, follow through, accuracy, communication skills and project management. This person may also work closely with company assistants to ensure all travel needs are met for company Principals.
Roles and Responsibilities
Assist in formalizing all department Standard Operating Procedures and Policies
Coordinate and distribute weekly meeting agenda items, follow up on all action items. Coordinate scheduling of attendees as needed.
Track and receive incoming freight (aircraft parts, office supplies, mail)
Provide access to, greet and escort building visitors and guests
Collect, code then process invoices and expense reports
Create, refine and update passenger preference lists (catering, magazines, etc.)
Maintain hangar pantry and guest waiting area stock. Order additional stock as necessary
Oversee collection and cleaning of aircraft laundry (send out, receive back)
Maintain and order office supplies
Maintain and update aircraft movie collection
Assist in arranging trip details (passenger transportation, crew hotels, FBO notifications, etc.)
Assist in tracking crew currency and qualifications
Coordinate and confirm all travel requirements for all aviation department personnel.
Maintain training document library for each aviation department personnel.
Demonstrates honesty, responsibility, integrity, fulfillment of commitments and professionalism at all times.
Additional support tasks and responsibilities as required
Background in working in a Customer focused industry
Ability to continually update trip information to Aviation department and other operating personnel through clear written and verbal communication
Basic technical writing skills – familiarity with Cloud services, MS-Office
Proven ability to manage long term scheduling within changing requirements and priorities
Expertise in customs and border crossing procedures and guidelines
Strong knowledge of passport, visa, and travel documentation regulations
Permanent residence within 60 minutes of Atlanta-Fulton County airport
Recent experience working in a Customer-focused environment
Recent experience with Professional Flight Management (PFM) software
Qualifications and Education Requirements
To perform this job successfully, the individual must be self-motivated and able to work independently while performing each essential duty and responsibility. The requirements listed above are representative of the knowledge, skill and ability required.
Associates degree from an accredited institution plus 3 years’ relevant experience OR equivalent combination of education and experience
Fluent and very knowledgeable in MS Office Suite (Word, Excel, Outlook, Power Point) – version 2010 or later
Our typical schedule is typically known several days in advance. This position requires presence at our office Monday – Friday during normal business hours. Occasionally, our schedule changes and flexibility is key to our success. The successful candidate must be punctual and reliable. Candidate must have own transportation.
By creating a profile here, you are not considered an applicant for any job. Rather, you can be notified of positions with any of the businesses of the Arthur M. Blank Family of Businesses as they become posted matching the notification buttons you checked on this application form. If you wish to update your information, go to “My Account-TeamWork Online” at the top of this page, put in your email address and the password you used to create your profile. Arthur M. Blank Family of Businesses are an Equal Opportunity Employer.
Click here to view all other job opportunities on this board.
Contact the TeamWorkOnline webmaster / FAQ