Open Position - Administrative Assistant, Aircraft Operations
Title: Administrative Assistant, Aircraft Operations
Department: Aircraft Operations
Reports To: Manager, Aircraft Maintenance
Status: Part-time, Non-exempt
Location: Oshkosh, WI
The Administrative Assistant provides administrative and program support to Aircraft Maintenance and Aircraft Operations. This position also coordinates the Auto Fuel Supplemental Type Certificates (STC) process and manages related records. In addition, this individual works collaboratively with other EAA departments and helps to ensure a professional environment for visitors flying into EAA throughout the year, as well as during AirVenture.
ROLES AND RESPONSIBILITIES
- Day to day administrative assistance including answering multiple phone lines, taking accurate messages, typing correspondence, reports, data entry, distributing publications, and spreadsheets.
- Maintains paperwork related to employees, aircraft records, reports, correspondence, databases, MSDS files, and spreadsheets for aircraft maintenance and EAA's Air Tours.
- Manages STC database and files, processes payments for STCs, and responds to member requests for information.
- Track volunteer and donor records.
- Maintain the Petty cash for the business unit.
- Ordering supplies and aircraft parts for maintenance needs, entering requisitions for payments of all maintenance expenses as needed.
- Oversee receiving and shipping of equipment, or tools for repair and receive shipments as appropriate.
- Help plan and maintain budget documents for fiscal year, enter information into accounting system, balance monthly credit card statements for aircraft maintenance and aircraft operations and enter requisitions for payment.
- Work with finance to initiate and process invoice requests for financial payments to outside vendors for purchases.
- Assist with planning and coordination of training and volunteer/employee events.
- Coordinates VIP requests for transient aircraft for AirVenture, as well as assisting VIP arrivals throughout the year for meetings.
- Maintains and updates procedures manuals for both aircraft maintenance administrative work.
- Aids air tours with flight loading, manifests, and other tour stop prep work as needed.
- Serve as a back up to the Aircraft Operations Program Coordinator as needed.
- A high school diploma or equivalent is required. Education or training beyond high school is preferred.
- A minimum of three years of experience of related office experience is required.
- Administrative experience should include strong and accurate typing, transcribing, and related skills.
- Money handling experience and proficiency with accounting processes.
- Working knowledge of Microsoft Office, Publisher, Access, Outlook, Excel, Internet Explorer, and database management.
- Strong written, verbal, and organizational skills, excellent editing skills, and ability to develop and arrange material into balanced, comprehensive copy. Experience working with technical information is a plus.
- Strong mathematical skills.
- Experience in an aircraft maintenance environment a plus.
Results Orientation: Ability to effectively apply resource, strategy and tactics to meet or exceed established performance metrics.
Manage and Improve Processes: Understands work from a process perspective; identifies ways to improve the efficiency of future work; stays on top of how processes are working and persuades people to work effectively and efficiently in the search for continuous improvement; adopts best practices from within and outside the organization.
Attention to Details: Completes and maintains high level of accuracy of even the smallest aspects of assigned tasks; tolerates significant amounts of detailed work; consistently reviews work to detect errors; quickly and accurately identifies differences when comparing letters, objects, numbers, symbols and/or patterns.
Establish and Build Relationships: Relates to others in an open, friendly, accepting and respectful manner; viewed as approachable and shows interest in others; develops and maintains high-quality relationships with manager and peers; demonstrates style flexibility when relating to a variety of people and situations; uses formal and informal networks to get things done; identifies and cultivates relationships with key colleagues and stakeholders in other parts of the organization; builds and maintains appropriate contacts and networks with people in the industry or profession.
Know the Business: Shows understanding of issues relevant to the broad organization and business; keeps that knowledge up-to-date; possesses and uses cross-functional knowledge.
Show Adaptability: Works effectively in situations involving ambiguity, shifting priorities, and rapid change; demonstrates resilience and composure in trying circumstances; deals constructively with mistakes and setbacks; copes effectively with stress and pressure.
Show Drive and Initiative: Sets challenging goals and puts a top priority on getting results; conveys a sense of urgency and drives issues to closure; persists in the face of obstacles; demonstrates initiative and sets high personal standards of performance; maintains a consistent, high level of productivity; is committed to the organization.
Establish Trust: Demonstrates principled leadership and sound business ethics; shows consistency among principles, values, and behavior; gains the confidence and trust of others through their own authenticity and follow-through on commitments; works to establish an environment where uncompromising integrity is the norm.
Please direct any employment questions to email@example.com.
You also may mail your application, resume, and cover letter to our office:
Experimental Aircraft Association
P.O. Box 3086
Oshkosh, WI 54903-3086
Equal Opportunity Employer