Administrative Assistant I, II, III

Ontario International Airport Authority•Ontario, CA

3d•Hybrid

About The Position

The Ontario International Airport (ONT) is seeking a highly motivated individual to support its Procurement Team. This role offers the opportunity to be part of a dynamic team that connects people and places, creating experiences for millions of passengers. ONT is looking for individuals who are innovative, enthusiastic about possibilities, and eager to contribute to the growth of the fastest-growing airport in the U.S. This position may be filled at one of three levels (I, II, or III) depending on the candidate's qualifications and experience. The job involves performing sensitive and confidential administrative work to support assigned departments and management staff, relieving management of administrative and secretarial duties for the Ontario International Airport Authority (OIAA).

Requirements

Level I: High School Diploma or a recognized equivalent.
Level I: Two (2) years of clerical experience providing direct administrative support to a manager or executive.
Level II: High School Diploma or a recognized equivalent.
Level II: Three (3) years of increasingly responsible clerical experience, including at least two (2) years of experience providing direct administrative support to a manager or executive.
Level III: High School Diploma or a recognized equivalent.
Level III: One of the following options is required: an equivalent to an Associate’s Degree from an accredited college or university in Business Administration, Communications, or a closely related field or an additional two (2) years of experience in an administrative assistant leadership role.
Level III: Four (4) years of increasingly responsible clerical experience that required analysis and development for enhancement of standards, including at least two (2) years of experience providing direct administrative support to a manager or executive.
Ability to type with speed and accuracy (all levels).
Possesses subject matter expertise and a track record of accomplishment in all or many of the disciplines outlined in this job description.
Possesses the ability to think proactively and prioritize work to meet deadlines.
Excellent organizational, verbal, and written communication skills.
Possesses outstanding customer service skills.
Effectively prioritize and execute tasks in a high-pressure environment.
Ability to develop, follow, and train others on written and oral instructions.
Ability to understand, apply, and train others on complex policies and procedures in a fair and consistent manner.
Ability to interact effectively and courteously with employees, tenants, and the general public in an international aviation environment.
Ability to evaluate, prepare, and present clear and concise reports.
Ability to handle high-profile incidents effectively, appropriately, and tactfully.
Ability to develop and establish strong working relationships with key partners as demonstrated by the level of two-way communication and feedback.
Ability to work independently as well as within a team environment.
Highly Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
Ability to consistently demonstrate the Core Values of OIAA.
Valid Driver’s License equivalent to a California Class C Driver’s License.
Acceptable driving record at time of appointment and throughout employment.
Ability to pass all background / reference checks, knowledge examinations, as well as aptitude tests necessary to obtain an OIAA employee badge at ONT.

Nice To Haves

Level I: One year of administrative support in aviation or hospitality is desirable.
Level II: One year of administrative support in aviation or hospitality is preferred.
Level II: An Associate's Degree in a related field is desirable.
Level III: One year of administrative support in aviation or hospitality is preferred.
Maintains in-depth knowledge of the airport's infrastructure, airline carrier operations, and the communities served.
In-depth understanding of the preparation, analysis, and evaluation of reports and statements.

Responsibilities

Performs duties consistent with the Administrative Assistant II independently.
Serves as primary liaison with cross-departmental senior management for communication regarding projects, development of training, policies and procedures, and data from core components of administrative support.
Assists in the discovery, development, and scoping of new solutions to create a consistent, inclusive, professional experience and work environment for all OIAA employees, customers, and partners.
Leads, mentors, and provides training to the Administrative Assistant I and IIs.
Schedules and organizes activities including, but not limited to, meetings, travel, conferences, events, and department activities for all members of the department.
Collaborates with other departmental admins to maintain a cohesive organization-wide schedule and calendar for the executive team as a whole.
Creates and maintains a library of professional correspondence templates.
Types general correspondences, memos, charts, tables, graphs, etc.
Proofreads drafts for spelling, grammar, and layout, making appropriate changes.
Responsible for accuracy and clarity of final copy.
Acts as departmental procurement officer when required through the financial system.
Establishes and coordinates standardized process flows to make travel arrangements for conferences, workshops, and other meetings to be attended or administered by personnel.
Maintains appointment schedules and calendars for department management staff as needed.
Trains and provides work direction to other personnel or volunteers as needed.
Establishes, develops, maintains, and updates filing system for management staff.
Sorts and distributes mail.
Opens mail for the management staff.
Maintains and creates drafted written responses or replies by phone or e-mail when necessary.
Responds to regularly occurring requests for information.
Documents the department’s corporate credit card expenses for reimbursement.
Answers phones for the management staff and the assigned.
Takes messages or fields/answers routine and non-routine questions.
Handles confidential and non-routine information and explains policies when necessary.
Creates and develops visual presentations as directed.
May provide trainings to the Administrative Assistant I and II.
Seeks and implements efficiency improvements in various processes and procedures.
Works in cooperation with Administrative Assistants from other departments and office support staff.
Acts as a liaison with other departments and outside agencies.
Works independently and within a team on special nonrecurring and ongoing projects; acts as project manager for special projects at the request of management staff.
Does related work as assigned.
May occasionally be assigned to other duties for training purposes or to meet technological changes or emergencies.