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6 months ago
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Executive Administrative Assistant


Clay Lacy Aviation
Location: California, United States
Job type: Permanent
Sector: Business & Administration
Category: Office
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Position: Executive Administrative Assistant

Location: Van Nuys, California

Reports to: COO & President

Position Summary
The ideal candidate performs highly responsible, and complex duties as a confidential assistant to the CEO, and COO. Will have outstanding experience with attentiveness to detail, integrity, dependability, strong work ethic, excellent interpersonal communication skills, the ability to multitask, be self-sufficient, maintain composure, problem solve, and adapt. This position will provide dedicated support to an executive team by tending to administrative needs including internal and external communication, coordinating activities and events, managing a detailed calendar, preparing presentations, coordinating travel plans and capable of carrying out multiple projects. All while prioritizing tasks and using exceptional organizational skills. You will be the backbone of the company and help us achieve great things!

Responsibilities:
The responsibilities can vary widely across more than one business venture and are as assigned by the CEO. See below for a general overview (included but not limited to):
• Manage and maintain executive’s calendar
• Telephone coverage: screens calls, take messages and answers inquiries
• Correspond via phone, email and text in a polished and professional manner
• Maintain Action Items, Call Lists, Invites, Meetings, and Follow-up lists
• Acts as liaison between the CEO and staff, departments, and the public
• Maintains and updates complete list of all open items for Management Staff reporting to the CEO and COO
• Establishes and maintains effective relationships with both internal and external customers
• Manage the CEO’s clients with regard to charter requests and follows up to ensure timely completion and consistent customer service
• Coordinate travel arrangements: air, hotel accommodations and ground transportation
• Reading and analyzing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner
• Prepare reports, and presentations; collect and analyze information
• Take high-level, potentially vague assignments and fill in the blank with little to no directions
• Handle multiple projects at once, with the ability to handle urgent requests in a timely manner
• Support special projects, and events; ensuring airport approval
• Maintains confidential files and records of office correspondence, documents, reports and other material
• Interact with customers/clients when appropriate and problem solve if needed
• Demonstrate discretion, diplomacy, and sensitivity regarding confidential information
• Assist with light book keeping and accounting in accordance with policy and procedure
• Ability to be flexible with hours and shifts to meet the needs of the position
• Maintain composure in stressful situations
• Involved in taking minutes at meetings

Education
Bachelor’s degree in business, aviation management or a related field preferred.

Experience
Five to 10 years related experience and/or training with at least three years of related general aviation experience.

Skills and Abilities
• Excellent communication and interpersonal skills
• Team-oriented dedication to great customer service
• Knowledge of the general aviation industry, aircraft makes and models
• Motivated and proactive, with extraordinary problem solving skills; proven track record of making things happen, and anticipating needs
• Ability to work well under tight deadlines and respond to rapidly changing demands and fulfill efficient follow-ups. Think and act independently
• Highest degree of integrity, professionalism, diplomacy, and discretion required

Benefits
Clay Lacy Aviation offers an excellent benefit package including medical, dental, vision, matching 401(K) and more to employees in full-time positions.

Equal Opportunity Employer
In compliance with the Americans with Disabilities Act, the company provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

To apply
Position: Executive Administrative Assistant

Location: Van Nuys, California

Reports to: COO & President

Position Summary
The ideal candidate performs highly responsible, and complex duties as a confidential assistant to the CEO, and COO. Will have outstanding experience with attentiveness to detail, integrity, dependability, strong work ethic, excellent interpersonal communication skills, the ability to multitask, be self-sufficient, maintain composure, problem solve, and adapt. This position will provide dedicated support to an executive team by tending to administrative needs including internal and external communication, coordinating activities and events, managing a detailed calendar, preparing presentations, coordinating travel plans and capable of carrying out multiple projects. All while prioritizing tasks and using exceptional organizational skills. You will be the backbone of the company and help us achieve great things!

Responsibilities:
The responsibilities can vary widely across more than one business venture and are as assigned by the CEO. See below for a general overview (included but not limited to):
• Manage and maintain executive’s calendar
• Telephone coverage: screens calls, take messages and answers inquiries
• Correspond via phone, email and text in a polished and professional manner
• Maintain Action Items, Call Lists, Invites, Meetings, and Follow-up lists
• Acts as liaison between the CEO and staff, departments, and the public
• Maintains and updates complete list of all open items for Management Staff reporting to the CEO and COO
• Establishes and maintains effective relationships with both internal and external customers
• Manage the CEO’s clients with regard to charter requests and follows up to ensure timely completion and consistent customer service
• Coordinate travel arrangements: air, hotel accommodations and ground transportation
• Reading and analyzing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner
• Prepare reports, and presentations; collect and analyze information
• Take high-level, potentially vague assignments and fill in the blank with little to no directions
• Handle multiple projects at once, with the ability to handle urgent requests in a timely manner
• Support special projects, and events; ensuring airport approval
• Maintains confidential files and records of office correspondence, documents, reports and other material
• Interact with customers/clients when appropriate and problem solve if needed
• Demonstrate discretion, diplomacy, and sensitivity regarding confidential information
• Assist with light book keeping and accounting in accordance with policy and procedure
• Ability to be flexible with hours and shifts to meet the needs of the position
• Maintain composure in stressful situations
• Involved in taking minutes at meetings

Education
Bachelor’s degree in business, aviation management or a related field preferred.

Experience
Five to 10 years related experience and/or training with at least three years of related general aviation experience.

Skills and Abilities
• Excellent communication and interpersonal skills
• Team-oriented dedication to great customer service
• Knowledge of the general aviation industry, aircraft makes and models
• Motivated and proactive, with extraordinary problem solving skills; proven track record of making things happen, and anticipating needs
• Ability to work well under tight deadlines and respond to rapidly changing demands and fulfill efficient follow-ups. Think and act independently
• Highest degree of integrity, professionalism, diplomacy, and discretion required

Benefits
Clay Lacy Aviation offers an excellent benefit package including medical, dental, vision, matching 401(K) and more to employees in full-time positions.

Equal Opportunity Employer
In compliance with the Americans with Disabilities Act, the company provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

To apply
Apply

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