Executive Assistant

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.

• 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.
• 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 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.