Executive Administrative Assistant
Amerijet International, Inc.

Miami, Florida

Posted in Travel and Tourism


This job has expired.

Job Info




SUMMARY:

The Executive Assistant must be creative and enjoy working within an environment that is mission-driven, results-driven, and community-oriented. The ideal individual must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and possess the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure and handle confidential matters with discretion.

The Executive Administrative Assistant provides executive support to the VP of Airport Operations in the areas of planning, administration, and supervisory responsibilities by performing the duties listed below:

PLANNING:

  • Assist the VP of Airport Operations with research and analysis with projects involving the development and facilitation of new business and operations
  • Manage the VP’s active calendar, including organizing/scheduling team meetings and conference calls
  • Ensure VP is well informed of upcoming commitments and responsibilities, following up appropriately
  • Act as a liaison between VP, management, and staff to accomplish objectives
  • As requested, manage a variety of special projects for leaders in the organization, some of which may have an organizational impact
  • Create, update and maintain notes, presentations, and projects lists as needed by the VP
  • Arrange for complex and detailed travel plans, itineraries, and agendas and compile required documents for travel-related meetings
  • Work with VP and others to arrange programs, offsite events, and company conferences. Identify location, design and manage invitations, make speaker travel and logistics arrangements, oversee vendor site personnel, manage event budget, contribute ideas for program content. Performs or oversees computer and audio-visual technology support needs for events
  • Interface and coordinate vendor relationships, billing, and account balances.


ADMINISTRATIVE:
  • Screen and route incoming calls, emails, mail and re-route or respond independently when possible and appropriate
  • Prepare correspondence and executive quality presentations. Take dictation and transcribe notes when appropriate. Attend meetings, take minutes and distribute as directed
  • Assist in budget preparation, management, and reconciliation
  • Organize and maintain files and develop a system for important reminders, dates or deadlines
  • Review all department invoices and expense reports to ensure all necessary paperwork is complete before releasing to VP for approval.
  • Prepare and maintain airport operations contracts along with other contracts that may be required
  • Prepare, file, and coordinate all the necessary required papers for new or renewed international or domestic airport operating permits, licenses or leases.
  • Assist team members in time and attendance reporting and making office arrangements, new employee set-up, and equipment/asset allocation for new and departing employees
  • Provide administrative support to airport operations department management as required
  • Perform all other administrative and clerical support functions, as necessary


JOB PERFORMANCE STANDARDS
  • Must attain established work standards of quantity and quality on a consistent basis
  • Must not exceed tardiness and absence allowances as established in the Company’s Employee Handbook
  • Consistently follows Company policies and procedures (including governmental and safety), and departmental Standard Operating Procedures
  • Expense reports processed within 3 days
  • All correspondence completed within 1 business day
  • All special projects completed within the timeframe mutually established with VP
  • Updates calendars for Vice President on daily basis and prepares all materials required for meetings ahead of the meeting with follow up as appropriate
  • Must handle confidential matters with discretion


QUALIFICATIONS
  • Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with employees, external partners, vendors and customers
  • Expert level is written and verbal communication skills in both English and Spanish
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional Maturity
  • Highly resourceful team player, with the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities
  • Ability to ensure the security of confidential information – discretion and confidentiality required
  • Demonstrated ability to achieve high-performance goals and meets deadlines in a fast-paced environment
  • Forward-looking thinker, who actively seeks opportunities and proposes solutions
  • Available and willing to work extended hours, including evenings, weekends, and holidays, and travel from time to time

    EXPERIENCE REQUIREMENTS
    • Five years experience as an executive or administrative assistant to senior management
    • Advanced level proficiency in Microsoft Office software; Ability to perform filtering and sorting of data, 3) V-lookup and other functions; Proficiency in Adobe Acrobat, Social Media Web Platforms and the ability to readily learn new software and web-based applications; 4
    • Experience in Access, SharePoint, or CRM software application is a plus


    ACKNOWLEDGMENT

    The above statements are intended to describe the general nature of the work performed in this position. These statements are not to be construed as an exhaustive list of all responsibilities, tasks, and skills required of an employee in this position. Amerijet International Airlines, Inc. reserves the right to request that other tasks be performed whenwarranted (for example, by emergencies, changes in personnel or workload,corporate reorganization, or technical development). Amerijet International Airlines, Inc. also reserves the right to revise this job description.

    AAP/EEO STATEMENT

    Amerijet International Airlines, Inc. is an equal opportunity and affirmative action employer and will consider all qualified applicants without regards to race, color religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status or any other protected factors under federal, state or local law.
    Any applicant requiring assistance with our online application process or who needs and accommodation for the application process due to a disability should contact (954) 320-5391


  • This job has expired.

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