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Administrative Assistant / Front Desk job

Company

Skills

Job Description

Position Summary:

The Administrative Assistant will serve as a key point of organization and coordination for multiple executives. The Administrative Assistant will develop and demonstrate a deep understanding of department objectives, key activities, and requirements in order to anticipate and proactively address the needs of the Jet Linx Team. This position is responsible for accurate and timely completion of all tasks.

Duties & Responsibilities:
  • Greet and direct all visitors and team members in a professional and friendly manner; Ensure access and security badging processes are followed.
  • Provide executive assistance to executive team members maintaining matters of confidentiality.
  • Provide back up support to Executive Assistant and President/CEO when needed.
  • Coordinate meetings and department travel
  • Handle pertinent logistical arrangements, including airline flights, overnight accommodations, meeting room reservations, agendas, synchronizing calendars, refreshments, etc.
  • Process all aspects of expense process, including preparing and submitting expense reports and reconciling credit card statements
  • Prepare, sort, and distribute incoming and outbound mail and deliveries
  • Maintain break room, front desk, and conference room appearance and cleanliness
  • Perform onboarding/offboarding administrative functions for department employees, including travel coordination, catering for weekly trainings, room presentation, data entry, and setup/removal within various systems
  • Coordinate the ordering, stocking, and distribution of office, shipping, and break room supplies, including marketing collateral
  • Coordinate building and office equipment maintenance and repair
  • Assist with duties regarding Employee Recognition Awards and Programs, as well as team member engagement programs and events
  • Other duties as assigned
Knowledge, Skills, & Abilities:
  • Customer service mindset; proactive +1 service to all customers – internal and external.
  • Ability to multi-task and handled competing time sensitive priorities in a fast-paced environment
  • Excellent computer and internet research skills
  • Excellent organizational, time management, verbal, and written communication skills
  • Competence in Microsoft Office Suite
  • Ability to effectively interact with all levels of the Company
  • Strong attention to detail
  • Ability to handle and maintain the confidentiality of sensitive information
  • Ability to be flexible and work with frequent changes in procedures, directions, and outcomes
  • Must be responsive and driven
Education & Work Experience:
  • 1-2 years of administrative support experience in a similar fast paced environment
  • BS/BA preferred; equivalent work experience and/or training can be considered
  • Meeting and event planning experience
Physical Requirements:
  • Majority of work is completed in a normal office work environment
  • Communicate through verbal, written and electronic means
  • Operate office equipment such as telephone, computer, printer, fax, postage meter, etc.
  • Move up to 25 pounds on an infrequent basis
  • Access filing cabinets, drawers, and shelves of varying heights

TASKS

  • Greet, register, and assign rooms to guests of hotels or motels.
  • Contact housekeeping or maintenance staff when guests report problems.
  • Issue room keys and escort instructions to bellhops.
  • Make and confirm reservations.

SKILLS

  • Active ListeningGiving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • SpeakingTalking to others to convey information effectively.
  • Social PerceptivenessBeing aware of others' reactions and understanding why they react as they do.
  • CoordinationAdjusting actions in relation to others' actions.

KNOWLEDGE

  • Administration and ManagementKnowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • ClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Customer and Personal ServiceKnowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Computers and ElectronicsKnowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Jet Linx Aviation

Size

Medium

Revenue

$25M to $50M

Location

Multiple locations

Industry

Real Estate/Property Mgmt
Hospitality/Travel
Transportation/Logistics

Founded

1999

Job Filters

Maintenance Control Center - ControllerJet Linx AviationOmaha, NE
DescriptionDuties & Responsibilities:• Safely managing daily maintenance requirements of the fleet in a timely manner • Responsible for coordinating with Regional Maintenance Managers and Base Maintenance Leads, Quality and Maintenance Vendors on...Read more
Help Desk TechnicianJet Linx AviationOmaha, NE
DescriptionPosition Summary:The role of the Help Desk Technician is to assist users who are experiencing any procedural or operating difficulty with the use of IT applications, products or services. Complex and/or high priority problems are elevated to...Read more
Member Support Specialist - Part-TimeJet Linx AviationOmaha, NE
DescriptionPosition Summary:The Member Support Specialist is responsible for supporting the operational needs of the local base Personal Flight Concierge team. This role will handle all operational focused tasks for Member trips, including all logistics...Read more
Maintenance Project CoordinatorJet Linx AviationGreenwood Village, CO
DescriptionPosition Summary:The Maintenance Project Coordinator will assist the Regional Maintenance Manager by completing administrative duties specific to the Maintenance department. This is a non-safety sensitive position and will require the following...Read more
Business Process AnalystJet Linx AviationOmaha, GA
Responsible for researching and analyzing business processes to make recommendations for process improvements and efficiencies. Designs workflow management processes to better meet organizational needs. Duties & Responsibilities: Collaborate with business...Read more

Closed Job Filters

SIC - Citation SovereignJet Linx AviationNashville, TN
At Jet Linx, we pride ourselves on our core values of selflessness, dedication, enthusiasm, integrity, and compassion along with the commitment to be the best in the industry, to our fellow teamRead more
Regional VP of Aircraft Management SalesJet Linx AviationAtlanta, GA
Description Position Summary: The VP of Aircraft Management Sales is responsible for identifying and selling Aircraft Management prospects in a designated multi-state territory of the U. S. forRead more
PIC - Citation XLSJet Linx AviationLake St Louis, MO
At Jet Linx, we pride ourselves on our core values of selflessness, dedication, enthusiasm, integrity, and compassion along with the commitment to be the best in the industry, to our fellow teamRead more
PIC - Citation XLSJet Linx AviationLake Saint Louis, MO
At Jet Linx, we pride ourselves on our core values of selflessness, dedication, enthusiasm, integrity, and compassion along with the commitment to be the best in the industry, to our fellow teamRead more
Personal Flight ConciergeJet Linx AviationHouston, TX
Position Summary: The Personal Flight Concierge is the single point of contact to aircraft owners, business partners and Jet Card clientele. The position is responsible for the care and comfort ofRead more
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