Administrative Support Specialist

POSITION SUMMARY:

Provide the Management team with impeccable attention to detail and the ability to juggle high-level administrative tasks in an efficient and organized manner. Maintain the utmost level of professionalism and exercise a high degree of discretion, tact and communication while interacting with company employees and management as well as high-end clients and other such outside entities.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS:

Administrative

1. Respond to general inquiries to the employee and management staff, serve as a liaison to the leadership team, manage and facilitate the flow of communications to/from leadership to enhance as much as possible team work and awareness across the leadership team.

2. Compose and/or prepare correspondence, memoranda, and reports using Microsoft Office.

3. Perform specialized administrative duties required to support the specific responsibilities of the management team using discretion and exercising confidence.

4. Coordinate logistics and hospitality needs for meetings including reserving rooms, set-up, catering, preparation and distribution of materials for all SUS facilities.

5. Prioritize and monitor clerical and administrative responsibilities and tasks.

6. Monitor and maintain office supplies inventory for all SUS facilities.

7. Receive and greet visitors for assigned facilities.

8. Order company apparel as requested and manage company store vendor.

9. Maintains Human Resources display boards and legal posting requirements throughout the various locations.

10. Ensure assigned facility, including personal workspace, is clean, maintained, and in good working order.

11. Perform a variety of other miscellaneous project and administrative functions as assigned.

Company Travel

1. Communicate and ensure all travel policies and procedures are followed.

2. Make travel arrangements for employees and management including flights, accommodations, dinner arrangements, itineraries, and the ability to make changes as necessary.

3. Negotiate, establish, and manage effective working relationships with travel vendors.

4. Create invitation letters for company business partners as needed, with final approval from Manager, Human Resources Operations.

5. Secure pre-payment of hotel accommodations as needed.

6. Ensure adherence to travel budgets.

7. Coordinate customer travel as requested.

Expense Management

1. Manage and submit monthly expenses for all company travel and miscellaneous, executive support items.

2. Manage and submit weekly expenses for management company issued credit card.

3. Review invoices with professional follow up to the issuing company to ensure accurate communication and invoice error(s) are corrected timely.

FAA Related Business Support

1. Manage and coordinate employee benefit enrollment to assist Manager, Human Resources Operations.

2. Assist with maintaining employee files, filing as needed to ensure compliance.

3. Maintain a level of confidentiality as related to information received.

4. Coordinate and track all PPE testing information and data for department and associated QA/HR files.

5. Other duties not specifically covered herein but otherwise assigned.

EMERGENCY RESPONSE / HEALTH AND SAFETY:

The health and safety described here is representative of the requirements by an employee to protect a worker's own health and safety by working in compliance with the law as well as conducting themselves in a manner that promotes safe work practices and procedures as established by the company.

This position operates in compliance with all Administrative, Emergency Response, Health & Safety, Quality Assurance policies, AS9100, and procedures as outlined in Company policy and Repair Station Manual(s).

MINIMUM QUALIFICATIONS, EDUCATION, EXPERIENCE, LICENSES, ETC:

1. High School Diploma or GED. Administrative certification or degree required or equivalent level of applicable work experience.

2. 5+ year's prior Administrative experience.

3. Must possess the ability to communicate effectively with internal and external contacts, including other executives, politicians, dignitaries etc. and maintain strict confidentiality.

4. Proficient knowledge of MS Outlook, Word PowerPoint and Excel to include creating, updating and maintaining spreadsheets, macros, formulas, pivot tables, presentations etc.

5. Must be able to demonstrate initiative, exercise independent judgment, and flexibility.

REQUIRED SKILLS AND ABILITIES:

1. Possess superb communication, problem analysis and assessment, solid judgment and problem solving, and decision-making skills.

2. Must have initiative, integrity, adaptability, high stress tolerance.

3. Must work effectively under pressure and with frequent interruptions, be willing to accept change, be able to manage conflicting priorities, juggle multiple tasks and requests in a mature, calm and professional manner.

4. Possesses excellent organizational, analytical, mathematical and communication (verbal and writing) skills.

5. Must be highly professional, very articulate, well spoken, conscientious, flexible, and trustworthy.

6. Use initiative and exercise independent judgment to establish and maintain effective working relationships with leadership team, as well as possess the poise and interpersonal skills to represent the CEO, COO, and CFO with external clients/contacts.

7. Must be able to anticipate the unexpected and have additional plan options available to recover.

WORK ENVIRONMENT:

The work environment described here is representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodations.

The office building where this position works is a typical office environment with minimal exposure to excessive noise or adverse environmental issues in the immediate vicinity of the work station. The employee in this position will experience occasional outdoor exposure to heat, cold, and environmental elements when called upon to locate personnel working inside or outside of a Hangar.

Current Openings for Administrative Support Specialist Jobs at Flying Colours Corp