Administrative Assistant, President's Office

Administrative Assistant, President's Office

Job Category :
Administrative Support Workers

Requisition Number : ADMIN
001344

• Full-Time
• On-site

Showing 1 location

JOB SUMMARY:

The Administrative Assistant provides essential administrative and operational support to the Executive Office, ensuring smooth day-to-day operations. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining a high level of professionalism and confidentiality.

ESSENTIAL FUNCTIONS:

Support and collaborate with the Executive office, as directed to arrange ground travel and accommodations for the President/CEO, including hotel, transportation to and from the airport, events, rental cars, etc.

Schedule, define expectations and assign briefing paper deadlines to relevant Action Officers for scheduled events to provide the President/CEO with a briefing paper on event logistics.

Coordinates with the Public and Media Relations Director for Presidential talking points, background, and securing PowerPoint presentation add-ons for events.

Assists with developing the President’s itinerary and posting details to President’s Outlook calendar which includes guest bios, briefing papers, charts of airports or any other pertinent information necessary for the trip.

Disburses travel itinerary to passengers traveling with the President (those on the manifest).

Processes all presidents’ direct reports timecards. This includes verifying the data submitted.

Approves all presidents’ direct reports expense reports, ensuring proper supporting documentation is included.

Maintains & tracks president’s meeting activities in Excel.

Gather speaker request forms from the website and submit in a timely manner for review and consideration to the President or President’s Advisory Group. Send follow up emails to requestors as necessary.

Coordinates updates to Governance section of AOPA website as provided by Board Secretary or Trustees in Sitecore system.

Log and distribute correspondence, emails, and calls from members on the President’s behalf.

Distribute email responses prepared by Govt Affairs and Comms via several mailboxes under the President’s name.

Execute special projects as assigned by the Executive office or President.

Work closely with the Legal Operations Administrator (reports to the General Counsel) on coordination, composition, and distribution of Board Meeting materials.

Updates and maintains the Board of Trustees electronic Resource Center in Board vantage system.

Provide support as needed to the Legal Operations Administrator during board meeting cycles if he/she is unavailable. This could be any number of tasks in Board vantage – adding new documents, replacing documents, electronic book distribution, printing hard copies to be express mailed to specific Trustees.

Manage sensitive matters with a high level of confidentiality and discretion.

** Although this job description aims to capture the majority of the position duties, other duties may be assigned based on business and departmental needs.

REQUIRED

JOB QUALIFICATIONS:

Education:

Associate’s degree in business administration or related discipline. Experience equivalent to an associate’s degree is acceptable, in addition to the requirements below.

Experience:

A minimum of five years supporting a senior level executive in a similar size organization.

Knowledge, skills, and abilities:
Proficiency with Office 365 (SharePoint, One Drive, Teams, Outlook, Word, Excel and PowerPoint).

Experience working with software systems (expense tracking, timecards approvals, travel arrangements, etc.).

Exceptional verbal and written communication skills.

Demonstrated knowledge of business etiquette.

Discipline and unwavering ability…