Administrative Assistant

Purpose of Position

This is a full-time, in office role for an Administrative Assistant II at FlightSafety International Corporate Headquarters.  The Administrative Assistant will provide high-level coordination and support for the Operations team as well as the Manager of Executive Administration.  This Operations team includes Regional VP’s, VP of Ops and VP of Customer Experience.  This individual is detail oriented, motivated, diligent, organized, a critical thinker, proactive and a problem solver.  Flexibility and adaptability are key for the Administrative Assistant in FlightSafety’s constantly changing environment.

Tasks and Responsibilities

The following duties are essential to the successful and satisfactory performance of this job.  This description is not intended to be all-inclusive of the duties needed, and other responsibilities and tasks may be assigned from time to time.

• Serve as a central liaison, point of contact, and administrative support partner for site leadership and teammates.
• Heavy calendar management with the ability to prioritize time sensitive, critical meetings.
• Take initiative and anticipate your Executives’ needs.
• Coordinate International and domestic travel arrangements.
• Strong communication skills and a “can do” attitude.
• Maintain and utilize Outlook calendars; schedule and organize meetings while maintaining the highest level of confidentiality.
• Support event and conference preparations, including materials, booking rooms or off-site locations, AV equipment and all meeting logistics from start to finish.
• Serve as backup support for the other administrative assistants as needed. 
• Expense reporting for multiple leaders.
• Time management with the ability to plan, manage and prioritize workload with the highest regard for deadlines. 
• High skill set in multi-tasking, prioritizing requests and able to flex and react in the moment.
• “Can Do” attitude w/exceptional customer service skills
• Critical thinker and thought partner to the Manager of Executive Administration and other administrative assistant(s)
• Accountable for the accuracy and completeness of assigned tasks.
• Assist with ordering food for various leadership and team meetings (may include set-up / clean-up).
• Reliable and able to adhere to a work schedule including prompt and regular attendance.
• Manage and coordinate general office duties and communications, including interfacing and escorting clients, vendors, and visitors; filing; office supplies; stocking, as well as other miscellaneous duties.
   

Minimum Education

• High School diploma or equivalent required

Minimum Experience

• Three (3) plus years of related experience such as administrative assistance, as well as, domestic and international travel, working with multiple time zones, extensive calendar planning and expense reconciliation, HR coordination, events management, customer service, etc. 
• Knowledge and use of Outlook and Concur. 
   

Knowledge, Skills, Abilities

• Strong phone etiquette and communication skills.
• Flexible and adaptable in a fast-paced environment.
• Attention to detail and exceptional organizational skills.
• Ability to prioritize and multitask effectively.
• Proficiency in Microsoft Office suite.
• Ability to maintain a professional and friendly attitude.
• Professional discretion.
• Able to work/interact with all levels withing the organization.
• Excellent time management skills with proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
   

Physical Demands and Work Environment

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee may be required to stand; walk; sit; climb or balance; and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds. The noise level in the work environment is usually moderate. Revised: 09/16/2008 5 of 6 FlightSafety International Proprietary Information.