Administrative Assistant – Corporate Aviation

We are looking to add a new member for our highly engaged team that will provide strong organizational and administrative support for our Aviation team and global flight operations, providing a unique opportunity for you to interact with multi-cultural individuals in an exciting aviation industry environment.

Candidates must have experience successfully communicating and working with Senior Executives and key stakeholders in a detail-focused professional environment. Candidates should be process-driven, and able to navigate change as they demonstrate administrative team leadership skills. Candidates must have a demonstrated proficiency for collaboration, attention to detail and strong interpersonal communication skills; flexibility to occasionally work a variable schedule based on the departure and arrival times of flights.

What You’ll Do for Us:

The Administrative Assistant - Aviation provides financial accounting across the department especially critical to ensure continued operations of the Company aircraft, as well as coordinates a wide range of customer service and support activities. In this role you will have the ability to work cross functionally in the at all levels as you connect with others within the Aviation Department and the company. This is a fast-paced position that requires you to be flexible, proactive, resourceful, and efficient, with a high level of professionalism.

Financial:

• Reviews invoices for accuracy and processes for payment in a timely manner for the aviation department budget, to include foreign invoices for value added tax (VAT) and submits for reclaim.
• Reviews monthly mobile phone charges and reports discrepancies. -
• Purchasing Operations - Request/Modify/Close Purchase Orders (POs), to include managing vendors and liaison with Accounts Payable.
• Locates missing receipts, generates monthly expense reports, determines correct cost center and GL Account to classify each charge to and submits within deadline.
• Responsible for monitoring, reviewing, and reconciling department and aircraft P-cards to ensure Company compliance.

Communication

• Acts as department Point of Contact for all accounting policies, procedures, and deadlines.
• Greets, assists, and provides services as needed by senior management, customers, guests, and dignitaries visiting the facility.
• Screens phone calls and directs to appropriate manager or resource.
• Monitors admittance of guests, vendors, and suppliers through the security gate.

Administrative

• Oversees the business integration and logistical support processes for new hires including office equipment (computer, telephone, and cellular device), policy and procedure awareness, travel, and expense materials.
• Reviews quarterly Security Access Reports and updates accordingly.
• Proficient with Digital Tools and Resources - Microsoft 365, Adobe, CONCUR; SAP (P08 Finance), and P2P system.
• Provides passenger support during aircraft arrivals and departures.
• Handles hangar conference room reservations and orders office and hangar supplies.
• Renews yearly memberships with numerous industry organizations.
• Assists the Aviation Department Leadership, to include handling routine correspondence, composition, and proofreading of letters, memoranda, and spreadsheets, and manages special projects as needed.
• Provides administrative office support to TCCC Aviation Department employees, as required; to include incoming mail and package deliveries, department files, document retention program, crew identifications, passports and visas
• Updates and maintains various department rosters, files, and org chart; to include updates of key department employee personal information and informing senior management as needed, as well as the Onboarding Book.
• Arranges all special events at hangar and off-site (meetings, luncheons, receptions, dinners) to include catering, transportation and logistics.

Qualifications & Requirements

• Intermediate knowledge of MS Office, including Word, Excel, PowerPoint, Teams and Outlook.
• Must have proven ability to be a resourceful problem-solver.
• 3 to 5 years of administrative experience or support role preferred
• Experience in creating purchase orders and accounts payable preferred
• Experience in coordinating projects.
• Excellent time management and organizational skills to meet deadlines are needed.
• Strong attention to detail, interpersonal, and communication skills are needed.
• Experience scheduling travel arrangements and schedule for management.
• High school diploma or equivalent; College degree preferred.

What We Can Do For You

Growth Culture: Opportunity to work with and learn from all members of the team in supporting to support your career growth and development.

Benefits: A full array of benefits for your financial, health and well-being that starts on day one of employment.

Work Life Balance: Our Company works diligently to help ensure this is a reality for our associates.