The Executive Assistant provides administrative leadership and support to the Vice President, Aviation and their direct reports. The individual in this role will provide seamless execution of tasks and administrative support including extensive calendar management, meeting preparation, managing the leaders’ daily schedule, and handling tasks on behalf of the leader as needed.
Primary Responsibilities:
Maintain executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel.
Plan and support team meetings at office and offsite locations, including arranging all conference room and site details, catering and room set up as needed.
Develop and maintain systems that organize and structure the work of the executive. Organize and Maintain files/records on all matters, as appropriate.
Prepare expense reports, memoranda, reports, spreadsheets and presentations which may require the gathering of data from internal and/or external sources.
Ensure all reports, letters, documents and other materials are in final format,
including but not limited to grammar, content, substance and accuracy.
Demonstrate a high level of integrity, professionalism and confidentiality, handling sensitive information with tact, discretion and sound judgement.
Setup TEAMS and ZOOM meetings as need for executive and department needs.
Work comfortably with other Executive Assistants in support of the Executive Team company wide.
Additional Duties and Responsibilities:
Coordinate onboarding support to new employees; ensure they have the needed resources to get started as a new employee of Cox Enterprises.
Perform administrative functions such as ordering supplies, coordinating equipment repairs, etc.
Maintain employee reference lists and department organizational charts.
Welcome guests and customers by greeting them, in person or on telephone; answering or directing inquiries.
Assist with dissemination of internal communications as needed.
Serve as liaison between the executive’s team and other business units/departments.
Coordinate special projects as assigned.
Required Qualifications:
High School Diploma/GED and 7 years’ experience in a related field. The right candidate could also have a different combination, such as any level degree/certification beyond a HS diploma/GED in a related discipline and 5 years’ experience; or 9 years’ experience in a related field
Must be highly proficient in Microsoft Word, Excel PowerPoint and Outlook.
Ability to proactively and effectively anticipate and respond to the needs of the executive and team.
Experience with meeting and event logistics for internal team members and external clients including virtual/remote meetings in addition to live meetings.
Excellent written and verbal communication skills; strong listening skills.
Critical thinker with strong eye for accuracy.
Ability to anticipate problems and create mitigation plans.
Proven success working in a high work volume, fast-paced and complex matrix environment.
Demonstrated experience maintaining confidentiality and discretion given the nature of the work.
Strong planning, organization, meeting planning and project management skills.
Exceptional organizational skills required; must be detail-oriented with the proven ability to prioritize work, meet deadlines and work independently while managing tasks simultaneously
Preferred Qualifications:
Aviation industry or Corporate Flight Department experience preferred.
Proficiency with digital devices and files with an aptitude to quickly learn new technologies.
Visio and Flight Management Software exposure a plus.
Compensation:
Hourly pay rate is in the range of $32.26 - $48.41/hour. The hourly base rate may vary within the anticipated range based on factors such as the ultimate location of the position and the selected candidate’s knowledge, skills, and abilities. Position may be eligible for additional compensation that may include commission (annual, monthly, etc.) and/or an incentive program.
Benefits:
Employees are eligible to receive a minimum of sixteen hours of paid time off every month and seven paid holidays throughout the calendar year. Employees are also eligible for additional paid time off in the form of bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, and parental leave.
Applicants must currently be authorized to work in the United States for any employer without current or future sponsorship.
