Administrative Coordinator

Pilatus Aircraft USA • Sarasota, FL

1d

About The Position

Pilatus is hiring an Administrative Coordinator to support the broader Sarasota assembly line organization as it establishes and ramps up its first U.S. aircraft assembly line. The role combines day-to-day administrative support with meeting coordination, travel arrangements, small event planning, and preparation of materials for project and management meetings.

The coordinator will support the organization with presentations and briefing materials, meeting logistics and follow-up, travel and expense processing, and local events and activities. The role also supports office needs and maintains shared documents and communication across colleagues in Sarasota, Broomfield, and Stans. The position involves access to technology subject to U.S. export controls; any offer is contingent on the applicant’s ability to serve in compliance with those controls.

Requirements

• At least 2 years of experience in executive assistance, administrative coordination, project support, or a similar role.
• High school degree or equivalent.
• Strong PowerPoint and Microsoft Office skills, including the ability to turn supplied information into clear, professional materials.
• Excellent organization, attention to detail, and follow-through.
• Experience coordinating meetings, travel, expenses, and smaller events.
• Clear written communication skills and the ability to produce accurate meeting minutes.
• Discretion, reliability, and sound judgment when handling confidential information, expenses, and company payment methods.
• Ability to manage competing priorities and work effectively with colleagues across locations and time zones.
• Ability to serve in compliance with U.S. export controls, as the position involves access to technology subject to those controls.

Nice To Haves

• Experience in manufacturing, aviation, or an international organization.

Responsibilities

• Provide administrative and organizational support to the Sarasota assembly line organization.
• Prepare PowerPoint presentations, status updates, and briefing materials for management and steering committee meetings using information supplied by project leaders and subject matter experts.
• Collect and organize meeting inputs, format materials, and follow up with contributors when information is missing.
• Schedule meetings, prepare agendas, take accurate minutes, and distribute notes and action items.
• Coordinate launch team travel, including return flights and itinerary changes.
• Prepare and submit expense reports for the organization’s management team.
• Use authorized company systems and payment methods to arrange travel, coordinate purchases, and process expenses in accordance with company policies.
• Organize local team events, workshops, visits, and other activities for the assembly line organization.
• Order office supplies and materials and help coordinate day-to-day office needs.
• Maintain organized shared documents and support communication with colleagues in Sarasota, Broomfield, and Stans.

Benefits

• 11 paid holidays per year.
• 15 days of paid vacation to start, increasing to 20 days after 5 years with Pilatus.
• 6 days of paid sick/personal time to start.
• 90% of medical, dental, and vision premiums paid for single coverage and 80% for family coverage.
• Monthly health savings account contributions totaling $2,250 annually for single coverage and $3,000 annually for family coverage.
• 401(k) retirement plan matching up to 6%.
• Life and long-term disability insurance premiums paid in full.
• Annual tuition assistance available after the first year.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED