Operations Administrative Assistant

Munich Airport NJ LLC•Newark, NJ

3d•$60,000 - $70,000•Onsite

About The Position

Munich Airport NJ LLC is seeking an Administrative Assistant for the Operations Department to join their team as soon as possible. The role involves supporting over 100 members across 4 Operations departments to create a world-class travel experience. The position reports to the Vice President of Operations and provides direct administrative support to Operations Department leaders and managers.

Requirements

High school diploma or equivalent required
At least three years of office experience
Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
Extensive knowledge of office procedures
Excellent verbal and written communication skills
Excellent interpersonal and customer service skills
Strong organizational and time management skills with a proven ability to meet deadlines
Exceptional attention to detail
Proficient with Microsoft Office Suite and SharePoint
Ability to manage multiple priorities in a fast-paced operational environment

Nice To Haves

Associates degree in office administration or related field preferred
Knowledge of aviation industry standards and practices a plus

Responsibilities

Provide direct administrative support to Operations Department leaders and managers.
Support HR-related functions such as timekeeping, shift rostering, handling time-off requests, onboarding coordination, and tracking training requirements.
Manage department budgeting and financial reporting, including tracking expenses and preparing financial summaries.
Assist with procurement processes, including vendor research, obtaining quotes, and placing orders for consumables, office supplies, operational materials, and departmental needs.
Manage uniform ordering and maintain backstock inventory for departmental supplies.
Act as a central point of oversight for training governance, supporting departments in setting up trainings, tracking delivery and completion via the Learning Management System (LMS), and ensuring compliance with internal training policies and requirements.
Create and maintain agendas for department meetings and leadership sessions; take minutes and prepare regularly scheduled reports.
Assist in the preparation and coordination of executive visits and new guests coming to the terminal.
Develop presentations, spreadsheets, reports, and operational documents.
Schedule conference rooms and meetings; coordinate calendars across multiple departments.
Manage and update SharePoint, Teams, and other internal communication platforms.
Ensure employees are kept up to date with the latest business information and company guidelines.
Ensure security, integrity, and confidentiality of data and company information.
Assist with company events and actively participate in the planning and execution of departmental and corporate events.
Perform other duties as assigned.