BUSINESS OPERATIONS ADMINISTRATOR

Aero Simulation, Inc.; Orlando (FL); On-site; USD 40,000 - 56,000; Full time

Job summary

Aero Simulation, Inc. in Orlando is seeking an organized Administrative Support and Corporate Events Coordinator to ensure seamless office operations and engaging events on site.

In this on-site role, you will greet guests, manage the front desk, schedule meetings and conference rooms, coordinate internal and external events, support the HR and Finance teams, and help drive data accuracy and professional presentation across diverse projects.

Qualifications

• Serves as primary guest contact, greeting visitors and enforcing security protocols.
• Manages front desk phone system, routing calls and messages efficiently.
• Oversees scheduling of conference rooms and event calendars.
• Drafts and coordinates written materials with precision and quality.
• Notary duties as required.
• Coordinates with security, IT, travel, facilities, and property management for events.
• Lead and support special projects including research, presentations, and analyses.

Responsibilities

• Coordinate logistics for ASI industry events, including attendee registration and travel.
• Manage internal and external meetings with attendees, meals, and activities as needed.
• Develop a company-wide calendar of employee events in collaboration with HR.

Job description

THE COMPANY

For over 40 years, Aero Simulation, Inc. (ASI) has provided quality flight training devices to the US Military. ASI has successfully built numerous training systems with a primary focus on aircrew and maintenance training systems. Our current programs include, but are not limited to, the B-1 Training Systems (Air Force), E-2D Training Systems (Navy), CH-53E Training Devices (USMC), IMOMS (Coast Guard), Navigation, Seamanship, Shiphandling Trainer – NSST (Navy). To learn more about ASI visit Programs- Aero Simulation, Inc.

Position Summary

This role plays a pivotal part in orchestrating all internal and external events for Aero Simulation, Inc., ranging from external customer meetings to initiatives aimed at bolstering employee morale. Apart from aiding the Human Resources and Finance teams, this position liaises with other departmental groups when necessary. Ensuring top‑notch customer service and strict adherence to company standards is of utmost priority.

This is an on‑site position and is not eligible for telework, work from home or remote employment.

Essential Duties and Responsibilities

Administrative Support

• Serve as the primary contact for guests, providing a warm welcome and managing security protocols.
• Operate the front desk phone, routing calls and messages efficiently.
• Oversee the scheduling of conference rooms and event calendars.
• Handle incoming mail and manage express mail services.
• Procure, stock, and distribute office supplies.
• Draft, compose, and oversee various written materials, ensuring precision and quality.
• Maintain and report data in designated computer systems.
• Function as a Notary.
• Lead and support varied special projects, encompassing research, presentations, and analyses.
• Ensure work area and common areas are clean, organized and presentable at all times.
• Perform other relevant administrative tasks as needed.
• Coordinate with administrative support requirements with staff and external organizations such as Security, Information Technology (IT), Travel, Facilities, and Property Management (Landlord).

Corporate Events Planning and Execution

• Coordinate logistics for industry events involving ASI, to include, but not limited to employee registration and travel arrangements.
• Manage internal and external meetings, particularly those involving external attendees to include meals, activities and/or travel (when required).
• Facilitate an internal committee that develops a company-wide calendar of employee events that provide meaningful experiences for employees (and on occasion, the employee’s family).
• Collaborate with Human Resource Manager on vision, budgetary requirements, and overall objectives of event to maximize return on investment.
• Scout event