Executive Assistant (Entry Level)

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 Executives 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.

1. 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.

2. 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.

3. 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.
     Publishing & Communication Support
     • 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.

       Qualifications

       • Minimum 2 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.

Required Experience:

Junior IC