Executive Assistant

Brief Job Description:

Reporting directly to the President with additional accountability to the Human Resources Consultant, the Executive Assistant is an integral component of the organization’s success and provides efficient, reliable and accurate administrative support that allows each person to accomplish goals that enhance and advance Regional One.   The Executive Assistant must be creative and enjoy working within a growing, entrepreneurial environment that is mission-oriented, results-driven and community focused.

Specific Duties and Accountabilities

Executive Support for the President

• Manage an extremely active calendar of appointments; complete and submit expense reports; compose and prepare correspondence that, at times will be confidential; arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings
• Plan, coordinate and ensure schedule is followed and respected by key stakeholders and others in the organization who desire one-on-one meeting time; serve in “gatekeeper” and “gateway” role, creating win-win situations and interrupting when appropriate to maximize time in meetings and time in office
• Provide a weekly summary of most immediate upcoming commitments (7/14/30 days) and follow up as directed (confirm, reschedule or cancel)
• Communicate directly with Board members and/or their assistants on matters related to schedule
• Act as a “barometer,” having a sense for the issues taking place in the environment and passing along information that may be of interest
• Build relationships with key stakeholders crucial to the success of the organization, and manage stakeholders in keeping on schedule for special projects, some of which may have significant impact
• Coordinate agendas and materials for executive leadership meetings and all-staff meetings

Support for Human Resources

• Assist with maintaining compliance with employment documentation requirements (employee file, W4, I9, ISO job description, etc.); retain and/or destroy documents for terminated employees
• Maintain accurate and up to date job descriptions; perform unannounced random update requests of 10% of total employee population quarterly
• Update organizational charts on a bi-weekly basis (synch with payroll cycle) and publish changes to executive leadership team
• Review meetings matrix monthly and issue updated chart to executive leadership team
• Obtain pre-employment forms and submit to appropriate department in advance of new-hire arrival
• Coordinate orientation schedule for newly hired employees for first two weeks; coordinate schedule for 90/180/365-day follow up meetings
• Notify newly hired employees of their eligibility to enroll in benefit programs; process enrollments with insurance carriers and enter payroll deductions in ADP
• Remove coverage of terminated employees with insurance carriers and initiate COBRA process
• Schedule travel arrangements and approve and submit expense reports for candidates
• Plan employee events and team building activities which at times may include spot awards, quarterly events, end of year holiday party, etc.
• Provide support for special projects – R1 University, internship program, etc.

Education and Qualifications

• Bachelor’s degree and strong career focused interest in aviation, human resources or both
• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Ability to maintain highest level of discretion and confidentiality at all times with strong penchant for recognizing when others are seeking information that is not of their concern and redirect the conversation/request
• Strong organizational skills with ability to prioritize competing time-sensitive tasks
• Very strong interpersonal skills and the ability to build professionally distanced relationships with stakeholders, internal staff, board members, and external partners
• Strong written and verbal communication skills and high attention to detail
• Demonstrated proactive approach to problem-solving with sound decision-making capability
• Forward looking thinker, who actively seeks opportunities and proposes solutions