Aviation Office Assistant — Executive Support

allianceground; Phoenix (AZ); On-site; USD 35,000 - 52,000; Full time

Job description

The Administrative Assistant provides essential support to ensure the smooth operation of the office and team. This role involves handling a variety of administrative tasks, including scheduling, document preparation, communication management, and record-keeping. The ideal candidate is organized, detail-oriented, and proactive, with excellent time management and communication skills.

Alliance Ground International (AGI) is one of the largest independently owned ground handling companies providing services to 100+ airlines in 61 airports across the U.S. and Canada. We are the home to over 12,000 team members supporting over 1.5B Kilos and over 400K departures. Our Ground division has a strong reputation in aviation ground services. We are committed to providing the highest quality service and continuing our outstanding safety track record. As we continue to grow, we only look for the best in the industry.

Job Responsibilities:

• Administrative Support : Perform general clerical duties, including data entry, filing, copying, and scanning.
• Manage calendars, schedule meetings, and coordinate appointments for staff and leadership.
• Prepare and edit documents, reports, presentations, and correspondence.
• Order office supplies and maintain inventory, ensuring the office remains organized and well-stocked.
• Communication Management : Answer and direct phone calls, take messages, and respond to emails in a professional manner.
• Serve as the primary point of contact for internal and external inquiries.
• Greeting and assisting visitors, ensuring a positive and professional experience.
• Meeting and Event Coordination : Assist in organizing meetings, including preparing agendas, coordinating materials, and taking minutes.
• Help plan and execute company events, workshops, and team activities.
• Record Keeping : Maintain organized records of office files, documents, and other important information.
• Ensure data accuracy and confidentiality when handling sensitive materials.
• Support the creation and maintenance of databases, spreadsheets, and tracking systems.
• General Office Operations : Coordinate office maintenance needs, liaising with vendors and service providers as required.
• Assist with travel arrangements, including booking flights, hotels, and transportation.
• Compliance and Training Complete paperwork and forms connected with work assignments pertaining to procedures and enter data into company's information system as required including international cargo documents handling and freight transfer manifest preparation.
• Follow company procedures and protocols to ensure we are always operating in a safe and responsible manner.
• Complete all training when required by company, airport governing authority, or customer when required.
• Be on time, be prepared, and be safe. Be willing to work flexible hours, including nights, weekends, and holidays.

Qualifications:

• Education: Must be at least 18 years old and possess an associate degree or equivalent from a two-year college or technical school; alternatively, two years of related experience and/or training.
• Communication Skills: Demonstrated strong communication skills to interact professionally with team members and customers.
• Legal Compliance: Maintain knowledge of legal requirements and government reporting regulations affecting operations functions and ensure policies, procedures, and reporting are in compliance.
• Computer Skills: Proficiency in computer applications, including MS Word, PowerPoint, Excel, and Outlook software.
• Security Clearance: Be able to pass a drug screen and obtain airport security clearance, which includes an extensive employment, criminal record, and residence background check.
• Spanish Speaker are mandatory.

Safety, Security and Compliance :

All AGI Team members have a responsibility and duty while at work to:

• Take reasonable care for the health, wellbeing, safety, and security of themselves and of others who may be affected by their actions or omissions while at work.
• Cooperate with their manager / supervisor to allow them to perform or comply with any legal requirements imposed on the company.
• Not intentionally or recklessly interfere with or misuse anything provided by the company in the interests of health, wellbeing, safety, security or welfare reasons.
• Inform their manager / supervisor of any work situation, equipment, or activity that represents a serious or immediate danger to health, wellbeing, safety, and security.
• Report any hazards, near misses, incidents, accidents, or dangerous occurrences to their manager / supervisor, who will then follow the procedures contained in company and carrier Safety and Security procedures.
• Carry out work in accordance with information and training provided and any specific health, wellbeing, safety, and security rules or procedures.
• Fully understand AGI Health & Safety and Security policies.
• Attend training courses as may be required by AGI.

Physical Requirements:

Sit and/or