Executive Assistant

TBI AIRPORT MANAGEMENT INC.•Burbank, CA

4d•Onsite

About The Position

The Executive Assistant is responsible for providing executive-level administrative support, often of a sensitive and confidential nature, to the Burbank-Glendale-Pasadena Airport Authority Commissioners, Executive Director, Senior Deputy Executive Director, Deputy Executive Directors, and other senior management as needed. Special projects and other job-related duties are regularly assigned. The Executive Assistant is required to interface with internal and external contacts, the level of responsibility is significant, as is the need for professionalism and discretion. The ability to exercise independent judgement, make decisions, work independently, multi-task and have a high degree of initiative is essential.

Requirements

Three or more years of experience as an executive assistant supporting executive level management required.
Microsoft Office Suite (Excel, PowerPoint, Word, and Outlook).
Exceptional verbal and written communication skills.
Perform job functions independently.
Work cohesively with all levels of management as part of the team.
Focus attention on details.
Maintain integrity and discretion necessary to safeguard confidential information.
Operate standard office equipment.
Possession of a valid California Real ID Driver’s license.
Obtain and maintain security clearance as required by position and TSA regulations.

Nice To Haves

Two years of college education and/or experience with supporting senior level public governmental agency (i.e. Board of Directors, Commission) a plus.

Responsibilities

Perform executive-level administrative services in support of the administration department.
Coordinate complex and detailed travel arrangements and expense reports.
On-board new Commissioners; provide all necessary administrative documentation, scheduling photos for publications, orientation meetings, ID badge, and airport tour.
Update new Commissioner orientation manuals and confidential contact list
Attend Airport Authority meetings; manage public speaker cards and parking validations.
Serve as liaison to the Commissioners, Councilmembers, Mayors, City Managers, City Attorneys and administrative staff of the Joint Powers Agreement Cities of Burbank, Glendale, and Pasadena.
Serve as petty cash fund custodian, distribute and reconcile funds.
Serve as corporate credit card holder, obtain authorization, reconcile monthly statements, compile invoices, and prepare expense reports.
Plan, organize and schedule meetings and conference calls; manage multiple calendars and schedules.
Independently respond to inquiries and provide information to every level of the organization, attorneys, consultants, state and local governmental agencies, Federal Aviation Administration, Transportation Security Administration, airlines, tenants, vendors, and the public.
Screen visitors and telephone calls; open and distribute incoming mail; route documents for approval and signatures; prepare expense reports and check requests; process invoices for payment; prepare correspondence, reports, presentations and spreadsheets; distribute legal documents as assigned; maintain department records and files; maintain inventory of office supplies for the department; update internal telephone list.
Other administrative tasks as assigned