Administrative Assistant

The Air Line Pilots Association (ALPA), the world's largest airline pilot union, seeks an Administrative Assistant to support its mission-driven team. In this role, you will manage calendars, coordinate meetings and travel, and handle detailed correspondence, often on sensitive safety, labor, and policy matters. You will maintain organized records and databases, prepare reports and presentations, and serve as a professional point of contact for pilots, staff, and external partners.

This position offers the opportunity to contribute to aviation safety and pilot advocacy in a collaborative, professional environment.

Responsibilities

• Provide administrative support to ALPA staff, including scheduling meetings, managing calendars, and coordinating travel.
• Prepare, format, and proofread correspondence, reports, and presentations related to aviation safety, labor, and policy initiatives.
• Maintain organized electronic and physical filing systems for contracts, records, and confidential union documents.
• Respond to phone, email, and in-person inquiries from pilots, staff, and external partners with professionalism and discretion.
• Support meetings and events by preparing materials, agendas, minutes, and logistics coordination.
• Enter and maintain accurate data in internal databases, spreadsheets, and tracking systems.
• Liaise with internal departments and external stakeholders to ensure timely information flow and task completion.
• Assist with special projects supporting advocacy, safety, and member services initiatives as assigned.

Required Skills

• Calendar management
• Travel coordination
• Business correspondence
• Document formatting and proofreading
• Records and file management
• Data entry and database maintenance
• Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Meeting and event logistics
• Professional written and verbal communication
• Confidential information handling