About FlightSafety International

FlightSafety International is the world’s premier professional aviation training company and supplier of flight simulators, visual systems and displays to commercial, government and military organizations. The company provides training for pilots, technicians and other aviation professionals from 167 countries and independent territories. FlightSafety operates the world’s largest fleet of advanced full-flight simulators and award-winning maintenance training at Learning Centers and training locations in the United States, Canada, France and the United Kingdom.

This is a full-time, in office role for an Administrative Assistant at FlightSafety International Simulation Systems.  The Administrative Assistant will provide high-level coordination and support for exectuives as well as the Manager of Executive Administration. This individual is detail oriented, motivated, diligent, organized, a critical thinker, proactive and a problem solver. Flexibility and adaptability are key for the Administrative Assistant in FlightSafety’s constantly changing environment. 

•    Serve as a central liaison, point of contact, and administrative support partner for site leadership and teammates.
•    Heavy calendar management with the ability to prioritize time sensitive, critical meetings.
•    Take initiative and anticipate your Executives’ needs.
•    Coordinate International and domestic travel arrangements.
•    Strong communication skills and a “can do” attitude.
•    Maintain and utilize Outlook calendars; schedule and organize meetings while maintaining the highest level of confidentiality.
•    Support event and conference preparations, including materials, booking rooms or off-site locations, AV equipment and all meeting logistics from start to finish.
•    Serve as backup support for the other administrative assistants as needed. 
•    Expense reporting for multiple leaders.
•    Time management with the ability to plan, manage and prioritize workload with the highest regard for deadlines. 
•    High skill set in multi-tasking, prioritizing requests and able to flex and react in the moment.
•    “Can Do” attitude w/exceptional customer service skills
•    Critical thinker and thought partner to the Manager of Executive Administration and other administrative assistant(s)
•    Accountable for the accuracy and completeness of assigned tasks.
•    Assist with ordering food for various leadership and team meetings (may include set-up / clean-up).
•    Reliable and able to adhere to a work schedule including prompt and regular attendance.
•    Manage and coordinate general office duties and communications, including interfacing and escorting clients, vendors, and visitors; filing; office supplies; stocking, as well as other miscellaneous duties.

Required and Preferred Qualifications

•    High school diploma or equivalency required. 
•    Strong phone etiquette and communication skills.
•    Flexible and adaptable in a fast-paced environment.
•    Attention to detail and exceptional organizational skills.
•    Ability to prioritize and multitask effectively.
•    Proficiency in Microsoft Office suite.
•    Ability to maintain a professional and friendly attitude.
•    Professional discretion.
•    Able to work/interact with all levels withing the organization.
•    Excellent time management skills with proven ability to meet deadlines.
•    Ability to function well in a high-paced and at times stressful environment.

High School or equivalent, technical school a plus

•    Three (3) plus years of related experience such as administrative assistance, as well as, domestic and international travel, working with multiple time zones, extensive calendar planning and expense reconciliation, HR coordination, events management, customer service, etc. 
•    Knowledge and use of Outlook and Concur. 

SOFTWARE KNOWLEDGE AND SKILLS: Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software

EQUIPMENT KNOWLEDGE AND SKILLS: PCs and Basic Office Equipment

LANGUAGE SKILLS: Fluency in English, through both verbal and written communications; able to read, speak, or write and comprehend simple instructions, short correspondence, and memos; Able to effectively present information in one-on-one or small group presentations.

MATHEMATICAL SKILLS: Able to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY: Able to apply common sense understanding to carry out detailed but uninvolved written or oral instructions; Able to deal with problems involving a few concrete variables in standardized situations.

FlightSafety provides reasonable accommodations to qualified individuals with disabilities to enable them to perform their essential job functions. Subject to reasonable accommodations that may be provided, this position involves the following physical demands: 

•    Ability to work in a constant state of alertness and in a safe manner.
•    Routine use of hands to finger, handle, or feel/reach with hands and arms (including typing, and use of touchscreen devices); and communicate verbally and in writing (typically by email or other written communication).
•    Occasionally lift and/or move up to 15 pounds.
•    Vision abilities including close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus: in each case, as applied to viewing monitors, technical documents, diagrams, and reference materials.
•    The noise level in the work environment is low.

FlightSafety is an Equal Opportunity Employer/Vet/Disabled. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.