Administrative Assistant

AVIA; Grand Rapids (MI); On-site; USD 42,000 - 56,000; Full time

Job summary

Acron Aviation is seeking a proactive Administrative Assistant to support office operations, onboarding, travel coordination, and leadership initiatives. You will serve as the first point of contact for visitors, customers, candidates, and partners, ensuring a professional and welcoming workplace experience.

The role involves coordinating meetings, managing mail and shipments, and supporting events, ERGs, and process improvements while maintaining confidentiality and high standards of

Qualifications

• Requires strong verbal and written communication skills.
• Demonstrated customer service excellence and professionalism.
• Excellent organizational and multitasking abilities.
• Ability to work independently and manage competing priorities.
• Professional appearance and demeanor; maintain confidentiality.

Responsibilities

• Serve as the first point of contact for visitors, customers, vendors, guests, and candidates.
• Answer and route calls professionally and efficiently.
• Coordinate conference room schedules and room setup for meetings.
• Support onboarding and recruiting activities for new hires and contractors.
• Receive, sort, and distribute mail and packages; manage shipments.
• Coordinate domestic and international travel arrangements for staff and leaders.
• Lead and participate in employee engagement activities and ERGs.
• Support leadership with project coordination and process improvements.
• Leverage AI-enabled tools to streamline workflows and documentation.
• Maintain a professional, organized, and welcoming office environment.

Skills

Verbal & written communication

Customer service

Organization

Multitasking

Independent work

Professional demeanor

Attention to confidentiality

Education

High School Diploma or equivalent

Associate Degree or equivalent

Tools

Microsoft Office

Job description

About Acron Aviation (Avionics – Head Office):

Acron Aviation designs, engineers, and manufactures certified avionics systems that support safety‑critical flight operations across commercial and military aviation. Our Avionics organization includes Surveillance, Recorders, Displays, and Aftermarket product lines serving customers worldwide. The Head Office team supports business operations, employee engagement, executive leadership, and organizational effectiveness through strong administrative, operational, and workplace support functions.

Administrative Assistant – Avionics

Position Summary

Acron Aviation is seeking a proactive and customer‑focused Administrative Assistant to support office operations, employee engagement, and leadership initiatives while serving as the first point of contact for visitors, customers, candidates, and business partners. This role is responsible for creating a professional and welcoming workplace experience while ensuring the efficient coordination of administrative, operational, and employee‑facing activities.

The Administrative Assistant will play an integral role in supporting onboarding, travel coordination, employee events, facilities activities, executive support, and day‑to‑day office operations. Working closely with leadership and employees across the organization, this individual will help foster a positive workplace culture, deliver exceptional customer service, and support business objectives through strong organization, adaptability, and attention to detail.

The successful candidate will embody Acron Aviation's values of Own It, Move Fast, Speak Candidly, and Customer First while bringing a high level of professionalism, initiative, and accountability to everything they do.

Key Responsibilities

• Serve as the first point of contact for visitors, customers, vendors, guests, and candidates by providing a professional and welcoming experience, managing visitor sign‑ins, issuing badges, and coordinating with hosts
• Answer and route incoming calls professionally and efficiently
• Coordinate conference room schedules, meeting readiness, and room setup for internal and external meetings
• Support recruiting and onboarding activities for new hires and contractors
• Receive, sort, and distribute mail and packages
• Coordinate outgoing shipments and courier services
• Prepare and manage records, including agendas, notices, meeting minutes, and resolutions for executive and company‑wide meetings
• Manage domestic and international travel arrangements for employees and leadership, including time‑sensitive itineraries and urgent travel changes when required
• Lead and actively participate in Employee Resource Groups (ERGs), employee engagement activities, and recognition initiatives
• Coordinate employee events, town halls, catering, food truck visits, and hospitality activities through planning, logistics coordination, vendor management, and on‑site execution
• Support leadership and business initiatives through project coordination, research, process improvements, and administrative support activities
• Leverage AI‑enabled tools, automation, and technology solutions to support meeting documentation, streamline workflows, improve operational efficiency, and drive continuous improvement
• Track facilities‑related requests and support timely resolution
• Maintain an organized, professional, and welcoming office environment
• Handle sensitive employee, business, and leadership information with discretion and confidentiality
• Maintain compliance with company policies and procedures
• Perform additional administrative support duties as assigned

Required Qualifications

• High School Diploma or equivalent with a minimum of 6 years of relevant experience; or
• Associate Degree or equivalent post‑secondary education with a minimum of 2 years of related experience
• Strong verbal and written communication skills
• Excellent customer service skills
• Strong organizational and multitasking abilities
• Proficiency with Microsoft Office applications
• Ability to work independently and manage competing priorities
• Professional appearance and demeanor
• Ability to handle confidential information with professionalism and integrity

Preferred Additional Skills

• Experience supporting a corporate office environment
• Experience coordinating visitors, meetings, and facilities‑related requests
• Experience supporting executive or leadership teams
• Experience with shipping, receiving, or office operations activities
• Experience utilizing AI‑enabled tools and technology
• Experience working in manufacturing, aviation, aerospace, or technology environments

Core Competencies

• Professionalism
• Communication
• Customer Focus
• Organization
• Attention to Detail
• Adaptability
• Initiative
• Teamwork

Working Conditions

• Full‑time position
• 9/80 work schedule
• Typical hours approximately 8:00 AM – 5:00 PM
• Occasional off‑hours support may be required for events, executive travel coordination, and business needs
• 100% on‑site role
• Frequent interaction with employees, customers, visitors, vendors, and business partners
• Ability to maintain regular and reliable attendance
• Ability to lift to 25 pounds
• Ability to sit, stand, walk, reach, push, pull, and perform administrative activities throughout the workday
• Ability to work effectively in a fast‑paced environment

Equal Opportunity Statement

Acron Aviation is proud to be an affirmative action and equal opportunity employer. We are committed to treating all employees and applicants with respect and dignity and to maintaining a workplace free from unlawful discrimination. All applicants will be considered for employment regardless of race, color, religion, age, national origin, ancestry, ethnicity, gender (including pregnancy, childbirth, breastfeeding, or other related medical conditions), gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, or any other legally protected characteristic.

Additional Information

Acron Aviation maintains a drug‑free workplace and conducts pre‑employment substance abuse testing and background checks, where allowed by law. Acron Aviation is an E‑Verify employer.