Administrative Assistant

To Provide and Maintain Administrative Functions for Director of Specification and Design and fellow staff members. This is the lead administrative position in the department.

PRINCIPAL DUTIES/RESPONSIBILITIES (ESSENTIAL FUNCTIONS):

1. Daily communication with customers, vendors and DFJ employees.

2. Maintain calendar for director, departmental customer and vendor meetings, in addition to scheduling and maintaining usage of Spec and Design rooms.

3. Support Director of Specification & Design and any other department members as required.

4. Prepare and monitor all personnel / purchase requisitions and follow-up as required.

5. Monitor monthly departmental expenses and follow-up as required.

6. Prepare weekly time sheets / payroll for department as well as track department employees leave / accrual.

7. Maintain filing system for administrative and departmental personnel matters.

8. Maintain department organizational chart.

9. Coordinate customer, vendor and departmental meetings (arrange airlines, limo, hotel, rental cars, catering) when required.

10. Format, type, proof read and prepare customer specification for initial release to customer.

11. Type memos, letters, and prepare presentations using Microsoft office tools as needed.

12. Organize and maintain the aircraft material archive room and customer photo files.

13. Assist with shipping customer materials and presentations, and retrieve and distribute mail for the department.

14. Order and maintain shipping and office supplies.

15. Assist with travel arrangements and expense reports for the team.

NON-PRINCIPAL DUTIES/RESPONSIBILITIES (NON-ESSENTIAL FUNCTIONS):

1. Maintain cleanliness of customer conference and dining rooms, design studio before and after meetings - (setup / cleanup of lunches)

2. Travel to Conventions (NBAA) coordinate convention booth as well as maintain responsibility of the booth's operations. (when invited and asked to act as a hostess at the show).