Executive Assistant (Entry Level) na None

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.

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.