Administrative Assistant

Job Description

This position is for the parent of Infinity Aviation Group and is based in Charleston, SC

Infinity Aviation Group

Grow with us. We are a growing general aviation services company seeking an administrative assistant to work with our corporate team in adding value to the organization through acquisitional and organic growth.

Administrative Assistant

The Administrative Assistant is responsible for providing executive-level administrative and project support for the CEO and corporate leadership while coordinating actions, functions, and duties across organizational departments and subsidiaries. This position requires developing a thorough understanding of the company and its mission, operations, structure, and culture. Exceptional skills in project planning and management, and strong knowledge of Microsoft Office suite, especially PowerPoint/Word for board and other presentation and correspondence. Sound initiative, strong work ethic, discretion and integrity are vital inherent characteristics to this role collaborating with internal staff and all stakeholders.

Essential Functions

Administrative Leadership and Support: Provides administrative support to the CEO and Corporate leadership. Serves as CEO and Corporate administrative point of contact and liaison for both internal and external matters. Functions as a key asset to the CEO and leadership as applicable by proactively anticipating needs, identifying, and addressing issues, and elevating tasks for review and decision when appropriate. Responsible for vetting/meeting internal and external requests and ensuring timely management of all inquiries (phone, email, mail, other). Taking the lead on researching and briefing, preparation, and spearheading special projects and events as assigned. Assists in execution of organizational priorities, decision-making, and problem-solving. Responsibilities of this function include handling correspondence and incoming phone calls; timely scheduling of meetings; coordinating and maintaining calendars and schedules; maintaining files; taking meeting and follow up notes and ensuring notes and other documentation are efficiently organized, communicated, and cataloged. Provides research briefs on projects, special initiatives, and business intelligence for the aviation industry.

Marketing and Communications Support: In conjunction with the CEO and other corporate staff, provides updates on current communications and media outreach and develops a comprehensive understanding and mastery of the company’s messaging and branding protocols. Additionally, serves as a key liaison for the CEO in managing presentations for prospects and aviation industry stakeholders and the preparation of presentations and other written materials for external distribution. Research and updates industry news/websites.

Board of Directors and Board of Committee Support: Responsible for coordination and preparation of meeting material and meeting venues. Provides timely shared information to the participants for all meetings. Assist company leadership and the board members in planning and executing meetings and events. Works with other administrative staff to ensure smooth and efficient meeting execution.

Calendar and Scheduling: Ensures the timely update and scheduling of meetings, events, and calendaring of the CEO’s activities and obligations. Provides project planning and follow-up on behalf of leadership as assigned.

Office Management and Administration- Coordinates reception and communication of Charleston office, handling phone and mail as well as corporate portals such as website, LinkedIn, Industry Recruiting. Assists with new employee welcome and onboarding and assists with location timekeeping on payroll weeks.

General Responsibilities

• Greet the public cheerfully and professionally in person and on the telephone.

• Assist with planning and executing company special projects and events.

• Manage general email correspondence and voicemail messages.

• Assist all company stakeholders, customers, vendors, and industry public in a courteous, helpful, and respectful manner.

• Work closely with the leadership team to balance special projects and initiatives with other development requirements of the CEO.

• Perform other duties as assigned by leadership and approved by the CEO.

• Maintains Corporate Files on Teams or SharePoint

• Monitors Corporate Website and Links

• Assists with New Employee Welcome and Onboarding

• Use of Social Media Platforms for industry research and company promotion

• See lists in various functions noted above

Education and Experience

• Bachelor's degree required.

• Analytical, detail-oriented, and organized with a proven ability to multi-task, strategize, problem­ solve, and prioritize responsibilities.

• High-level performer with a commitment to achieving goals and an ability to "manage up’ as needed in setting deadlines and deliverables for CEO.

• Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook required, and knowledge of social media platforms preferred. Ability and willingness to learn and utilize additional software programs as needed.

• Exercise sound judgment and maintain confidentiality as appropriate.

• Excellent oral and written communication skills required.

• Flexibility and adaptability in dealing with a variety of assignments, people, and resources.

• Ability to work with minimal supervision with a strong commitment to professional development.

Physical Requirements

• Must be able to sit and work at a computer for extended periods.

• Needs to occasionally move about inside the office to access file cabinets, office machinery, etc., and lift small items (less than 20 pounds).

• Continuously operates a computer and other office productivity equipment, such as a calculator, copy machine, and computer printer.

• Frequently communicates with colleagues and the public. Must be able to exchange accurate information.