Administrative Assistant

About FlightSafety International

FlightSafety International is the world’s premier professional aviation training company and supplier of flight simulators, visual systems and displays to commercial, government and military organizations. The company provides training for pilots, technicians and other aviation professionals from 167 countries and independent territories. FlightSafety operates the world’s largest fleet of advanced full-flight simulators and award-winning maintenance training at Learning Centers and training locations in the United States, Canada, France and the United Kingdom.

Purpose of Position

The Administrative Assistant will be responsible for Calendar Management with multiple leaders; travel & expenses; front office reception and general office duties. This is an on-site, full-time position.

Tasks and Responsibilities

• Serve as a central liaison, point of contact, and administrative support partner for site leadership and teammates
• Maintain and utilize Outlook calendars; schedule and organize meetings and conferences
• 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.
• Exceptional, comprehensive administrative support to various leaders within Defense and Engineering
• Plan and manage workload with the highest regard for key priorities, deadlines and best practices delegated from the Manager of Executive Administration
• Travel and expense reporting through Concur in a timely manner
• Manage office reception area including daily opening and closing
• Answer phones and route calls to appropriate party, create and maintain office telephone directory and distribution lists
• Greet visitors, assure that visitor check in process is completed
• Help manage conference rooms
• Sort and deliver office mail and packages, prepare outgoing mail for pick up including FedEx/UPS
• Maintain office supply closet, order supplies as needed
• Communicate facilities issues to building management/corporate facilities as appropriate
• Coordinate with Human Resources to maintain employment posters and distributions for the office staff
• Support all new hire coordination with HR
• Manage visitor badges for internal teammates and external customers Third party screening
• Facilitate all invoices for payment w/the AP team
• Assist with ordering food for various leadership and team meetings (may include set-up / clean-up).
• Collaborate with Manager of Executive Administration for all team and culture building events

Minimum Education

High school diploma or Certificate of High School Equivalency (G.E.D.- demonstrated satisfactory performance in the General Educational Development Testing Program) with two to three (2-3) years related experience and/or training, or equivalent combination of education and experience. 

Aviation terminology/background a plus.

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 or other travel/expence app. 

Knowledge, Skills, Abilities

• “Can Do” attitude w/exceptional customer service skills
• High skill set in multi-tasking, prioritizing requests and able to react in the moment
• Critical thinker and thought partner to Manager of Executive Administration and other administrative assistant(s)
• Excellent verbal and written communication skills
• Excellent organizational skills
• Ability to interact with various levels of management in a professional manner
• Ability to adapt to changing schedules and high-pressure situations
• Microsoft Office experience with heavy calendar management
• Able to work unsupervised, as needed
• Fluency in English, through both verbal and written communications; able to speak, understand, read and write

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 communicate. The employee may be required to stand; walk; sit and lift at least 10 pounds Specific vision abilities required by this job include the ability to view monitors, technical documents, and reference material. The noise level in the work environment is usually low to moderate.