Description

For 40 years, Aero Simulation, Inc. (ASI) has provided quality flight training devices to the US Military. ASI has successfully built numerous training systems with a primary focus on aircrew and maintenance training systems. Our current programs include, but are not limited to, the B-1 Training Systems (Air Force), E-2D Training Systems (Navy), CH-53E Training Devices (USMC), and IMOMS (Coast Guard). To learn more about ASI visit Aero Simulation | Products and Services for Commercial and Military Training. To learn more about this opportunity, keep reading!

Before we tell you more about the position, we want to tell you why you want a career at ASI! While your work contributes to ASI’s mission, ASI supports you and your family! ASI has one of the most competitive benefits packages in the industry. We offer everything from a flexible work schedule to comprehensive medical, life, and voluntary coverage options. Some benefits such as work schedule and bonuses depend on position.

• Employee Stock Ownership
• Flexible Work Schedules – 9/80 work schedule from day one!
• Competitive Salary!
• Paid Holidays
• Paid Off Time – Increases with years of service
• Parental Leave, Bereavement Leave, Jury Duty Leave and Military Leave
• 401(k) - Company Match
• Year End Shutdown – Enjoy holiday time with family during our company paid year end shutdown
• Medical Insurance – ASI pays 100% of Employee premiums plus either spouse or family premiums
• Dental Insurance – ASI pays 100% of Employee premiums
• Vision Insurance – Optional (Employee Paid)
• Long Term Disability – ASI pays 100% Employee premiums
• Short Term Disability – Optional (Employee Paid)
• Health Savings Account (HSA)
• Professional Development: Multiple opportunities for personal and professional development through internal training & certification programs and unlimited access to online learning opportunities.

POSITION SUMMARY

This role plays a pivotal part in orchestrating all internal and external events for Aero Simulation, Inc., ranging from external customer meetings to initiatives aimed at bolstering employee morale. Apart from aiding the Human Resources and Finance teams, this position liaises with other departmental groups when necessary. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Support

• Serve as the primary contact for guests, providing a warm welcome and managing security protocols.
• Operate the front desk phone, routing calls and messages efficiently.
• Oversee the scheduling of conference rooms and event calendars.
• Handle incoming mail and manage express mail services.
• Procure, stock, and distribute office supplies.
• Draft, compose, and oversee various written materials, ensuring precision and quality.
• Maintain and report data in designated computer systems.
• Function as a Notary.
• Ensure work area and common areas are clean, organized and presentable at all times.
• Perform other relevant administrative tasks as needed.

Corporate Events Planning and Execution

• Manage internal and external meetings, particularly those involving external attendees to include meals, activities and/or travel (when required).
• Facilitates an internal committee that develops a company-wide calendar of employee events that provide meaningful experiences for employees (and on occasion, the employee’s family).
• Collaborate with Human Resource Manager on vision, budgetary requirements, and overall objectives of event to maximize return on investment.
• Scout event venues and caterers, ensuring the best fit.
• Maintains Morale Events budget by tracking expenditures and updating status of morale budget in preparation for bi-weekly staff meetings.
• Manage event invitations and attendance.
• Deliver post-event reports, analyzing successes and areas for enhancement.
• Coordinates employee volunteer and community activities such as blood drives, adopt-a-street, school supply drives, etc.
• Provides an After-Action Report on all events to include the event name, type of event, intended audience, number of attendees, identify what worked well and identify opportunities for improvement.

SUPERVISORY RESPONSIBILITES

This job has no supervisory responsibilities.

Requirements

EXPERIENCE REQUIREMENTS

ENTRY: 1 to 3 Years

MID: 3 to 7 Years

REQUIRED SKILLS AND ABILITIES

• Minimum one year experience in a general office/administrative support environment, with HR or finance background preferred.
• Must possess superior customer service skills with excellent interpersonal skills that can communicate effectively with various levels of the organization including, but not limited to employees, group leaders, directors, government customers, and candidates for employment.
• Must have working knowledge of the Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Visio, Teams) with intermediate to advanced working knowledge of Microsoft Excel (preferred) and show a willingness to learn and master other software programs as needed.
• Must be extremely detail oriented, well organized and able to prioritize multiple tasks in a fast-paced environment.
• Must manage time efficiently with the ability to effectively balance multiple events at different stages, adapt to changes in the work environment and be able to deal with frequent changes, delays or unexpected events.
• Must reliably and consistence attendance, follow instructions, respond to management direction and accepts/acts upon feedback to improve performance.
• Must have the proven ability to maintain confidentially and appropriately handle sensitive information with tact and discretion.
• Must be personable, upbeat, and professional communication style.
• Professional demeanor and appearance.

ADDITIONAL SKILLS AND ABILITIES

• Experience planning, coordinating, and executing events, meetings, celebrations and more.
• Experience in entry-level project management.
• Experience providing administrative support for events.
• Experience coordinating with vendors (suppliers) and stakeholders during event planning and execution.

EDUCATION REQUIREMENTS

• High school diploma or equivalent (Required)

EMPLOYMENT REQUIREMENTS

• Must be able to work onsite 100% of the time. This is not a remote or work from home position.
• Due to contractual requirements must be a United States Citizen.
• Must be able to pass an initial background check.
• Must be able to obtain and maintain an active Department of Defense security clearance. Employee/selected candidate will be subject to a government security investigation and must meet eligibility requirements for access to classified information (as required).
• Required to communicate in English (verbal and written).
• Must be able and willing to travel to as required.
• Must be able to perform occasional overtime and alternative shifts, sometimes with short notice.
• ASI is a Drug Free Workplace where applicants and employees are required to successfully pass pre-employment and Random drug testing.

PHYSICAL REQUIREMENTS

• Ability to multi-task in fast-paced dynamic environment.
• Required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard.
• Required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl.
• Ability to perform travel via common modes of transportation to include vehicle or airplane.
• Ability to lift up to 30 pounds without assistance.

WORK ENVIRONMENT

• The work environment characteristics are representative of the office environment.
• The noise level in the work environment is usually quiet to moderate unless in a manufacturing area.
• Will work in a typical office setting that will include potential local travel to event locations.
• Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

ASI is proud to be an Equal Employment Opportunity and Affirmative Action employer dedicated to attracting, retaining, and developing a diverse and inclusive workforce. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, domestic/civil partnership or marital status, national origin, disability, status as a protected veteran or any other characteristic protected by law. We strive for everyone to be valued, connected, and empowered to reach their potential and contribute their best.

ASI will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

This policy applies to all areas of employment, including recruitment, hiring, training and development, promotion, transfer, termination, layoff, compensation benefits, social and recreational programs, and all other conditions and privileges of employment in accordance with applicable federal, state, and local laws.

It is the policy of ASI to comply with all the relevant and applicable provisions of the Americans with Disabilities Act (ADA) and its Amendments. ASI will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person's physical or mental disability. ASI also will make reasonable accommodation wherever necessary for all employees or applicants with handicaps, disabilities, provided that the individual is otherwise qualified to safely perform the duties and assignments connected with the job and provided that any accommodations made are not an undue hardship for ASI.