Administrative Assistant

Role Summary:
The Administrative Assistant (AA) performs a pivotal role in our organization. This role supports all staff in a wide variety of administrative tasks. The Administrative Assistant must be exceedingly well organized and must embody our core values.

Duties & Responsibilities:

  • Ensure accomplishment of key tasks for executives and direct reports.
  • 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
  • Perform a variety of special projects as requested (relating to job responsibilities of executives and direct reports)
  • 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
  • Receive and screen visitors and/or telephone calls, take messages, and notify the appropriate company representative
  • Assist with monthly employee recognition program
  • Assist with onboarding and offboarding tasks, including organizing files, performing background checks, executing onboarding checklist
  • Coordinate and manage the company’s subsidized housing program for pilots (key issuance, apt. search, assist with apt. work orders etc.)
  • Assist with Accounts Payable and/or Accounts Receivable duties
  • Coordinate cleaning services for office
  • Perform monthly safety reporting
  • Assist with company memo publishing
  • Maintain an appropriate level of office supplies and keeps work areas well stocked and tidy
  • Running errands for company supplies or other Company needs
  • Stock company vending machine
  • Assist in maintaining an orderly office environment
Basic Qualifications:
  • Excellent operational communicator that keeps management up to date as tasks/projects progress toward completion
  • High school diploma or GED required, Associates 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 (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 80 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.

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

Visit Careers at American Patrols, Inc.

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