Administrative Assistant III - Support

Job Description

Job Description

Position Summary:

We are seeking a detail-oriented and proactive Administrative Assistant to support the operations of our Aviation Department. This part-time, on-site position plays a critical role in ensuring smooth financial and logistical processes, maintaining accurate documentation, and supporting daily administrative functions. The ideal candidate is highly organized, experienced in accounts payable processes, and proficient with Microsoft Office tools.

Schedule: Part-Time, 20 Hours/Week, First Shift

Key Responsibilities:

• Perform day-to-day administrative support for the Aviation Department.
• Manage accounts payable functions, including purchase order creation, invoice reconciliation, and tracking via internal spreadsheets.
• Collaborate with Accounting and Supply Management teams to set up and update vendor information to ensure prompt invoice processing.
• Prepare and submit expense reports, check requests, and airport flow fee payments.
• Maintain departmental spreadsheets and data logs.
• Coordinate and schedule meetings and events, including arranging refreshments and amenities.
• Manage office and kitchen supply inventory, including ordering coffee, office materials, and promotional items.
• Support travel coordination and logistics for department personnel, when needed.
• Handle sensitive and confidential information with professionalism and discretion.

Required Qualifications:

• Minimum of 2 years of administrative experience, preferably in a corporate or technical environment.
• Strong skills in Microsoft Office, with emphasis on Excel and PowerPoint.
• Demonstrated experience with accounts payable systems and invoice reconciliation.
• High attention to detail and effective verbal and written communication skills.
• Ability to work independently, manage time effectively, and prioritize multiple tasks.
• Proven track record of maintaining confidentiality and discretion in a professional setting.

Education & Experience:

• Associates degree preferred, though equivalent experience and proven capabilities are highly valued.
• Prior administrative experience supporting technical or aviation departments is a plus.

Nice-to-Have:

• Familiarity with supplier/vendor management systems.
• Previous experience coordinating travel logistics or corporate events.
• Understanding of financial processes in a department-level setting.

Additional Information:

This position offers the opportunity to work closely with a specialized team in a dynamic aviation environment. Candidates should be comfortable working on-site and collaborating with multiple departments to ensure efficient administrative operations.