Administrative Analyst I

Ontario International Airport Authority (CA); Ontario (CA); On-site; USD 78,000 - 89,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Employer-paid 401A via VOYA

Job summary

Ontario International Airport Authority is seeking an Administrative Analyst I to provide executive and administrative support to the Operations & Maintenance Department. You will manage calendars, travel, correspondence, and financial docs while ensuring compliance and efficient workflows.

Responsibilities include coordinating meetings, preparing agendas and reports, documenting outcomes, and assisting with SOPs and process improvements.

Qualifications

• Bachelor’s degree in business administration, operations, or a similar field.
• Three years of administrative experience, preferably in corporate/operational settings.
• Proficiency with Word, Excel, PowerPoint, Outlook and document management tools.
• Strong organizational and written/verbal communication skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide executive support including calendars, travel, and correspondence.
• Prepare records, financial docs, and purchasing processes; reconcile expenses.
• Support regulatory and departmental coordination with internal/external partners.
• Coordinate meetings, prepare agendas, packets, and reports.
• Develop SOPs and maintain operational documentation.
• Analyze workflows and assist with process improvements and training.

Skills

Bachelor degree or higher

Administrative experience

Microsoft Office proficiency

Document management

Strong communication

Discretion with confidential info

Multi-tasking

Education

Bachelor’s degree in Business Administration/Operations

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Document management software

Job description

COMPENSATION

$78,000 - $89,000 annual salary + a generous benefits package to include medical, dental, vision and 10% employer paid 401A through VOYA Financial.

*Hiring Salary Range: $78,000 - $83,500 annual salary

(starting salary will be within this range based upon qualifications)

SUMMARY

The Administrative Analyst I provides comprehensive executive and administrative support to the Operations & Maintenance Department. Reporting directly to the SVP of Operations & Maintenance, this role is pivotal in facilitating smooth departmental operations through effective coordination and management of various tasks.

JOB RESPONSIBILITIES

Important and essential duties may include, but are not limited to the following:

Executive Administrative Support

• Manage executive calendars, schedule meetings, and coordinate travel arrangements for the Operations & Maintenance Department.
• Prepare and maintain correspondence and records, including financial documentation and purchasing processes.
• Reconcile corporate credit card expenses and handle confidential information.
• Support day-to-day administrative functions to ensure operational efficiency.

Administrative Coordination and Project Support

• Provide coordination for departmental meetings, events, and operational initiatives.
• Prepare agendas, meeting packets, executive presentations, and reports.
• Coordinate logistics, such as attendees, catering, and facilities for meetings.
• Document meeting outcomes and track action items, ensuring follow-up on assignments.
• Facilitate communication with internal departments, contractors, consultants, and regulatory agencies.

Documentation Governance and Process Management

• Develop and maintain departmental Standard Operating Procedures (SOPs), workflows, and operational documentation.
• Ensure document standards, version control, and review schedules are upheld.
• Maintain documentation repositories that support regulatory compliance and operational consistency.

Process Improvement and Business Analysis

• Evaluate administrative and operational workflows to identify opportunities for improved efficiency.
• Analyze existing business processes and document current and future state workflows.
• Support the implementation of approved process improvements and develop performance measures.

Training, Communications & Change Management Support

• Develop communications, training materials, and user documentation for new procedures and initiatives.
• Coordinate implementation activities and assist with change management efforts.
• Maintain training documentation and support user adoption of new processes to ensure successful implementation of departmental initiatives.

PROFILE OF THE IDEAL CANDIDATE

• Relevant Experience: Demonstrates a strong background in administrative and operational support, with a proven track record in areas such as executive support, project coordination, and process management.
• Proactive and Organized: Possesses the ability to think proactively and prioritize tasks effectively to meet deadlines, ensuring smooth operations and efficient workflow.
• Communication Skills: Exhibits strong written and oral communication skills, essential for preparing reports, documentation, and providing clear information to stakeholders.
• Customer Service Orientation: Maintains outstanding customer service skills, fostering positive relationships with internal departments, contractors, and external partners.
• Adaptability in High-Pressure Situations: Capable of effectively prioritizing and executing tasks in a fast-paced environment while maintaining attention to detail.
• Understanding of Operations: Familiarity with departmental processes, procedures, and the regulatory environment, ensuring compliance and operational consistency.
• Instructional Skills: Ability to develop, follow, and communicate both written and oral instructions clearly, facilitating training and knowledge transfer.
• Analytical Proficiency: Skilled in evaluating processes and preparing clear, concise reports to support decision‑making and operational improvements.
• Interpersonal Skills: Able to interact effectively and courteously with employees, management, and external stakeholders, demonstrating professionalism in all communications.
• Collaborative Team Player: Works well independently or as part of a team, contributing to departmental initiatives and projects.
• Technical Proficiency: Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), with the ability to utilize technology for documentation and analysis.
• Commitment to Core Values: Consistently demonstrates the core values of the organization, contributing positively to the workplace culture and operational goals.

MINIMUM QUALIFICATIONS

Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position.

• Bachelor’s degree in Business Administration, Business Operations, or similar field
• Three (3) years of administrative experience, preferably in a corporate or operational environment, including experience in developing and managing extensive documentation projects
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management software
• Strong organizational skills with the ability to manage multiple tasks and projects simultaneously.
• Excellent verbal and written communication skills.
• Ability to handle confidential information with discretion.

LICENSES / CERTIFICATION

• Valid Driver’s License equivalent to a California Class C Driver’s License
• Ability to pass all background / reference checks, knowledge examinations, as well as aptitude tests necessary to obtain an OIAA employee badge at ONT

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Finger dexterity to utilize a keyboard to input information on a computer
• Ability to lift and carry files, mail and other media weighing up to twenty-five (25) pounds up to a distance of approximately 20 feet

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee might encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Climate controlled office environment
• Passenger airline terminals including operations areas not open to the public

This is an at-will, exempt position. Only a valid and properly executed employment agreement may alter status as an at-will employee. Verbal contracts are not valid. The employment relationship may be terminated at the will of either party upon notice to the other. As an at-will employee, there would not be an established property interest in continued employment with OIAA.