Airport Executive Assistant Sr.

General Description and Classification Standards Reports directly to Assistant General Manager of Commercial Revenue, who is responsible for Concessions, Ground Transportation, Parking, Rental Car Center, and special projects.  Duties include, but are not limited to: providing analytical and administrative support; keeping executive advised of time-sensitive and priority issues and ensuring proper follow-up; maintaining executive’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements, while exercising discretion in committing time and evaluating needs; preparing initial drafts of documents; preparing, reconciling, and submitting expense reports; supporting meetings and preparing meeting materials; attending meetings and taking notes; serving as key contact in coordination of staff efforts both within and outside the Commercial Division; maintaining office supply inventory and paper/electronic filing systems; assisting with the development and implementation of policies, procedures, and programs; planning and implementing events and activities; tracking performance measures; providing direction on managerial or administrative policies and procedures; preparing productivity information and workload evaluations; responding to public inquiries concerning City operations, policies or other activities; interfacing with senior leadership, staff, stakeholders, and regulatory authorities; and performing such other duties as assigned from time to time, including supporting other executives or business units and providing support throughout the Airport during emergency or irregular operations. 
  Supervision Received Works under minimal supervision; can set own work sequence and pace within process/department limitations.
  Essential Duties & Responsibilities These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. May perform other duties as assigned. 
  • Anticipates needs, thinks critically, and offers solutions to problems with a high level of professionalism and discretion.   • Works closely with the executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately.   • Handles a broad range of administrative tasks that facilitates the executive’s ability to effectively lead the Division, including: scheduling meetings, drafting documents, reports, and presentations, maintaining contact lists, tracking budgets within the Division, making travel arrangements, and completing expense reports.   • Maintains open and regular communication with the Commercial Revenue Division’s directors and follows up on open issues.   • Coordinates all executive-led meetings, staff events, and retreats.   • Provides hospitality to all guests and helps to create welcoming environment.   • Answers phone line and responds to inquiries.   • Processes and distributes mail.   • Replenishes office materials, such as snacks, printer supplies, paper, and office supplies.   • Responds to inquiries, complaints, suggestions etc. from a variety of sources, both public and private.  • Performs special projects such as financial, operational or management audits and privatization feasibility studies.  • Utilizes various financial flow charts, statistical reports, and management reports for the purpose of analyzing and compiling studies or recommendations.  • Provides technical assistance to various business units.  • Performs other projects and duties as assigned for the overall benefit of the Commercial Revenue Division, Commercial pillar, and/or the Department of Aviation.
  Decision Making Uses independent judgment and discretion including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards and resolving problems.
  Leadership Provided Typically has formal project management and/or skills development responsibilities.
  Knowledge, Skills & Abilities This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list. 
  Knowledge of management and administrative practices, policies, and procedures. Skill in effectively communicating and interacting with management, employees, members of the general public, and all other groups involved in the activities of the Department of Aviation.  Strong organizational skills, with excellent attention to detail.  Able to communicate effectively verbally and in writing.  Expert proficiency with Microsoft Office and desktop publishing software, including the ability to design and edit presentations and materials.  High degree of professionalism in dealing with diverse groups of pe