Administrative Assistant – Corporate Aviation

Part-time

We are looking to add a new member for our highly engaged team that will provide strong organizational and administrative support for our Aviation team and global flight operations, providing a unique opportunity for you to interact with multi-cultural individuals in an exciting aviation industry environment.

Candidates must have experience successfully communicating and working with Senior Executives and key stakeholders in a detail-focused professional environment. Candidates should be process-driven, and able to navigate change as they demonstrate administrative team leadership skills. Candidates must have a demonstrated proficiency for collaboration, attention to detail and strong interpersonal communication skills; flexibility to occasionally work a variable schedule based on the departure and arrival times of flights.

What You’ll Do for Us:

The Administrative Assistant - Aviation provides financial accounting across the department especially critical to ensure continued operations of the Company aircraft, as well as coordinates a wide range of customer service and support activities. In this role you will have the ability to work cross functionally in the at all levels as you connect with others within the Aviation Department and the company. This is a fast-paced position that requires you to be flexible, proactive, resourceful, and efficient, with a high level of professionalism.  

Financial:

  • Reviews invoices for accuracy and processes for payment in a timely manner for the aviation department budget, to include foreign invoices for value added tax (VAT) and submits for reclaim.
  • Purchasing Operations - Request/Modify/Close Purchase Orders (POs), to include managing vendors and liaison with Accounts Payable.
  • Reviews monthly mobile phone charges and reports discrepancies. -
  • Responsible for monitoring, reviewing, and reconciling department and aircraft P-cards to ensure Company compliance.
  • Locates missing receipts, generates monthly expense reports, determines correct cost center and GL Account to classify each charge to and submits within deadline.

Communication

  • Greets, assists, and provides services as needed by senior management, customers, guests, and dignitaries visiting the facility.
  • Monitors admittance of guests, vendors, and suppliers through the security gate.
  • Screens phone calls and directs to appropriate manager or resource. 
  • Acts as department Point of Contact for all accounting policies, procedures, and deadlines.

Administrative

  • Proficient with Digital Tools and Resources - Microsoft 365, Adobe, CONCUR; SAP (P08 Finance), and P2P system.
  • Oversees the business integration and logistical support processes for new hires including office equipment (computer, telephone, and cellular device), policy and procedure awareness, travel, and expense materials.
  • Renews yearly memberships with numerous industry organizations.  
  • Updates and maintains various department rosters, files, and org chart; to include updates of key department employee personal information and informing senior management as needed, as well as the Onboarding Book.
  • Reviews quarterly Security Access Reports and updates accordingly.
  • Arranges all special events at hangar and off-site (meetings, luncheons, receptions, dinners) to include catering, transportation and logistics.
  • Provides passenger support during aircraft arrivals and departures.
  • Handles hangar conference room reservations and orders office and hangar supplies.
  • Assists the Aviation Department Leadership, to include handling routine correspondence, composition, and proofreading of letters, memoranda, and spreadsheets, and manages special projects as needed.
  • Provides administrative office support to TCCC Aviation Department employees, as required; to include incoming mail and package deliveries, department files, document retention program, crew identifications, passports and visas

Qualifications & Requirements

  • High school diploma or equivalent; College degree preferred.
  • 3 to 5 years of administrative experience or support role preferred
  • Must have proven ability to be a resourceful problem-solver.
  • Experience in coordinating projects.
  • Intermediate knowledge of MS Office, including Word, Excel, PowerPoint, Teams and Outlook.
  • Strong attention to detail, interpersonal, and communication skills are needed.
  • Excellent time management and organizational skills to meet deadlines are needed.
  • Experience scheduling travel arrangements and schedule for management.
  • Experience in creating purchase orders and accounts payable preferred

What We Can Do For You

Growth Culture: Opportunity to work with and learn from all members of the team in supporting to support your career growth and development. 

Benefits: A full array of benefits for your financial, health and well-being that starts on day one of employment.

Work Life Balance: Our Company works diligently to help ensure this is a reality for our associates.

 

Skills:

Administrative Tasks; Purchase Orders; Payroll; English Grammar; Processing Expense Reports; Travel Coordination; Workflows; Computer Applications; Executive Support; SharePoint; Microsoft Office; Database Entry; Office Management; Data Collections

Our Purpose and Growth Culture: We are taking deliberate action to nurture an inclusive culture that is grounded in our company purpose, to refresh the world and make a difference. We act with a growth mindset, take an expansive approach to what’s possible and believe in continuous learning to improve our business and ourselves. We focus on four key behaviors – curious, empowered, inclusive and agile – and value how we work as much as what we achieve. We believe that our culture is one of the reasons our company continues to thrive after 130+ years. Visit Our Purpose and Vision to learn more about these behaviors and how you can bring them to life in your next role at Coca-Cola. We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class. When we collect your personal information as part of a job application or offer of employment, we do so in accordance with industry standards and best practices and in compliance with applicable privacy laws.

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Candidates must have experience successfully communicating and working with Senior Executives and key stakeholders in a detail-focused professional environment. Candidates should be process-driven, and able to navigate change as they demonstrate administrative team leadership skills. Candidates must have a demonstrated proficiency for collaboration, attention to detail and strong interpersonal communication skills; flexibility to occasionally work a variable schedule based on the departure and arrival times of flights.

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  • Responsible for monitoring, reviewing, and reconciling department and aircraft P-cards to ensure Company compliance.
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  • Screens phone calls and directs to appropriate manager or resource. 
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  • Reviews quarterly Security Access Reports and updates accordingly.
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