Administrative Coordinator & Aviation Specialist

Hunt • Dallas, TX

4d • Hybrid

About The Position

The Administrative Coordinator & Aviation Specialist provides administrative and transactional support to the Executive Assistant & Program Coordinator (EA&PC) for Global Security and operational coordination support to the Aviation Business Operations Specialist. This position absorbs the day-to-day transactional workload of both functions, including invoice processing, vendor onboarding, travel documentation, and recordkeeping, freeing the EA&PC to focus on program coordination and the Business Operations Specialist to focus on safety-critical, judgment-based decisions. The role requires strong organizational skills, discretion with confidential and sensitive information, and the ability to support two fast-paced, cross-functional teams, functionally reporting to the EA&PC with an operational dotted line to the Aviation Business Operations Specialist.

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• 4+ years of experience in an administrative, executive support, or operations coordination role.
• Proficient in Microsoft Office (CoPilot, Outlook, Word, Excel, and PowerPoint).
• Ability to handle sensitive and confidential information with discretion.
• Prior experience supporting corporate travel, vendor administration, or accounts payable functions.

Nice To Haves

• Experience with the Flight Operations System (FOS) or comparable aviation scheduling/tracking software, preferred.
• Spanish language proficiency, preferred.
• International background or experience working with global companies is a plus.

Responsibilities

• Provide day-to-day administrative and supervised/tasked assistant support to the Global Security & Aviation EA&PC and Global Security Management team.
• Process invoices, check requests, and expense reports; support vendor onboarding administration for Global Security and Aviation.
• Provide logistical and administrative support for trip coordination, travel documentation, and recordkeeping of aircrew and aircraft data.
• Serve as an administrative point of contact between Global Security, Aviation, and internal/external stakeholders on transactional matters.
• Maintain filing systems, correspondence, and departmental office systems for both Global Security and Aviation.
• Draft, proofread, and format routine documents, correspondence, and reports as assigned.
• Coordinate calendar and meeting logistics as directed by the EA&PC.
• Process invoices, check requests, and expense reports for Global Security and Aviation in accordance with company policy.
• Support vendor onboarding, including documentation collection, system setup, and compliance verification.
• Maintain accurate records of departmental purchases, inventory, and recurring vendor payments.
• Escalate budget variances, contract terms, or vendor negotiations requiring judgment to the EA&PC, who retains responsibility for budget management, presentation and contract negotiation with Legal.
• Provide logistical support for trip coordination, planning, and execution of aircraft and aircrew scheduling requirements, at the direction of the Business Operations Specialist.
• Prepare and maintain documentation for aircrew and passenger travel, supporting compliance with country customs and immigration requirements.
• Maintain accurate records of trips, including aircraft and crew data and statistics.
• Provide administrative support to the Aviation Team as directed by the EA&PC. EA&PC will liaise directly with Aviation Director.
• Share after-hours and on-call support responsibilities with the Business Operations Specialist on an approximate 50/50 rotation basis to ensure continuous coverage for time-sensitive travel and scheduling needs.

Benefits

• 401K – 12% employer contribution with no vesting period (6% Match and 6% non-matching contribution)
• Highly competitive compensation
• Hybrid work options available for most roles
• Five to eight weeks of PTO annually based on years of experience; eleven additional holidays per calendar year
• All Medical/Dental/Vision benefits start day one with the company; low employee premiums
• Education Assistance Program
• Free covered employee parking for Dallas HQ based employees
• Free specialty coffee bar in the Dallas HQ
• Onsite breakfast and lunch area in the Dallas HQ
• Work/Life Balance
• Ongoing professional development opportunities
• An exceptional employee experience

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree