Multi-Site Administrative Assistant - Aviation Ops

ISS•Philadelphia, PA

6d•Onsite

About The Position

The Multi-Site Administrative Assistant provides high-level administrative and operational support across multiple aviation facilities. This role ensures smooth day-to-day administrative functions, supports site leadership, maintains compliance documentation, and serves as a key communication liaison between on-site teams, corporate partners, and airport stakeholders. Other duties performed may include typing, file organization and maintenance, and operation of office equipment. The ideal candidate is highly organized, adaptable, and comfortable working in a fast-paced, safety-driven aviation environment.

Requirements

High school diploma or GED required
3–5 years of administrative experience, preferably in aviation or operations
Strong proficiency in Microsoft Office, Word, Excel and data entry.
Must be a team player and committed to working in a quality environment
Excellent organizational and communication skills

Nice To Haves

Associate degree or higher preferred
Experience working in an airport or aviation-regulated environment
Familiarity with FAA, TSA, or airport compliance documentation
Ability to obtain and maintain airport security clearance/badge

Responsibilities

Provide administrative support to managers across multiple airport or aviation service locations
Create and maintain Purchase Orders, excel trackers, project details. Process accounts payable invoices, assist with payroll issues and management of Computerized Maintenance Management System (CMMS).
Prepare reports, presentations, and correspondence for leadership and airport partners
Manage office supplies, uniforms, badges, and access credentials
Serve as the central administrative point of contact for multiple locations
Support consistent processes and documentation across all assigned sites
Assist with onboarding and offboarding processes for employees across locations
Track staffing updates, schedules, and required certifications
Maintain accurate records related to safety, security, and regulatory compliance (FAA, TSA, airport authority requirements)
Support audit preparation and documentation for internal and external reviews
Ensure timely completion and filing of required aviation-related paperwork
Adhere to Health, Safety, Environment, and Quality (HSEQ) policies and procedures to ensure a safe and compliant work environment. This includes following safety protocols, maintaining environmental responsibility, and upholding quality standards in all tasks. Employees are expected to actively participate in HSEQ training and report any potential hazards or compliance concerns.