Executive Assistant

Reports to: Chief Executive Officer

Role Summary:
The Executive Assistant (EA) performs an extraordinarily pivotal role in our organization. This role supports senior executives, including our Chief Executive Officer and President. The EA must be exceedingly well organized and must embody our core values.

Duties & Responsibilities:

  • The Executive Assistant will be integrated into the executive level of American Patrols, assisting executives with time management
  • Ensure accomplishment of key tasks for executives and direct reports
  • Maintain KPI tracker for the company to ensure optimal organizational performance
  • Maintain meeting schedules, conference call details, agendas, follow ups from previous meetings, and provide reminders
  • Assist in event planning for the organization
  • Assist in maintaining efficient documentation and filing system for pertinent company information
  • Maintain systems to organize confidential company information
  • Data entry in various company systems
  • Other Job Responsibilities as assigned
  • Take notes in high level meetings and on conference calls, as requested
  • Act as a gatekeeper for access to key managers, with the ability to say no with charm
  • This person has to have the ability to protect sensitive information and say no with charm
  • Ensure appropriate follow-up on all outstanding items and delegated tasks by the Executive Team
  • Plan work-related travel details for Employees
Basic Qualifications:
  • A “Set it and Forget it” master of his/her assigned tasks, never requiring executives to follow up on assignments 
  • Excellent operational communicator that keeps management up to date as tasks/projects progress toward completion
  • High school diploma or GED required, Bachelor Degree preferred
  • Excellent knowledge of MS Office, especially Microsoft Excel and Word
  • Experience utilizing the full functionality of Outlook or Gmail Calendars, including scheduling for others
  • Self-motivated, with ability to work with minimal instruction
  • Positive in attitude, approachable and team oriented
  • Naturally organized
  • Comfortable being held accountable, and holding others accountable, to deadlines and quality of work  
Ability to balance workload under short deadlines and changing priorities in a fast-paced environment

Additional Qualifications:
  • Experience in Quickbooks preferred
  • Internet proficiency and ability to learn web-based applications (e.g. OpenInvoice, SAP, ISN, PEC)
  • Exemplary planning and time management skills, balancing flexibility and a sense of urgency
  • Ability to multitask and prioritize daily workload
  • Must be discreet, poised and capable of interacting professionally with internal and external parties
  • Demonstrated ability to pay attention to details and handle matters appropriately
  • Ability to operate both independently and as part of a team
  • Ability to effectively communicate information to (especially via email and phone) and work with all levels of the organization
  • Ability to suggest and implement process improvements to increase effectiveness
  • Ability to deal with ambiguity and handle stressful and difficult situations with composure
  • Strong oral and written communication skills

Benefits include healthcare, five days of sick pay, 20 paid vacation days per year, annual bonus. Dress for work is casual (i.e. jeans).

About American Patrols
American Patrols is the region's largest patrol operation with sixteen airplanes providing service to more than 50 companies in the West Texas and Southeast New Mexico area.  American Patrols, Inc. is locally-owned and operated by two military veterans that have a passion for service to their customers and employees.

Commitment to Excellence
We seek not only to offer aerial patrol service, but also to lead in quality and dedication to our clients. We are constantly working on improvements to safety, flight performance, and exploring ways to better serve our clients.  Our strong commitment to excellence in service and training makes American Patrols, Inc. the clear choice for aerial patrols.

Safety lays the foundation of every facet of our company.  At the very core of our safety programs is our pledge to exceed the FAA standards for flight training and maintenance.

This is a non-management position
This is a full time position

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