Administrative Assistant, Contacts Management

Everything we achieve is made possible by our talented people. Fuelled by our commitment to excellence and collaborative spirit, we’re shaping the future of aviation for generations to come. But life at AerCap goes beyond the pursuit of excellence. We are proud of our culture which is built on the values of Ambition, Excellence and Respect, and they act as a flight path for our people.

Our high-performance work environment is the perfect backdrop to develop into the professional you want to become. Whether you are at the start of your career, or a more seasoned professional, you will have the opportunity to learn from the best people in the industry and be part of the largest aviation leasing company in the world!

Sound exciting? We think so!

JOB SUMMARY

AerCap is seeking an Administrative Assistant for the Contracts Management team. The Contracts Management Department manages high monetary value transactions, enforces contract compliance, and fosters strong client relationships vital to AerCap’s continued success. Working in a dynamic and challenging environment, the Administrative Assistant provides support to assigned Contract Managers and the Regional Head of Contracts Management and aids in the management of lease and related contracts. This position is engaged in, among other things, completing normal administrative duties, assisting with document preparation and organizing transaction documents. To succeed, the Administrative Assistant must pay meticulous attention to detail, exercise strong communication skills, take initiative, be client-focused, and adapt at managing multiple, competing priorities simultaneously.

ESSENTIAL FUNCTIONS OF THE JOB

• Administrative Support
• Prepare and distribute reports for weekly team meetings
• Assist the team in responding to lease information inquiries from other departments
• Produce a variety of documents, mail, letters and presentation materials
• Responsible for organizing meetings, coordinating flights, accommodation and visas for the regional Contracts team
• Process and code invoices, including working with vendors and conducting relevant research
• Prepare expense claim reports
• Update and maintain accurate information in company database
• Create and update spreadsheets for internal tracking purposes
• Transactional Support
• Provide support to the Contracts Managers in the preparation of delivery, redelivery and sale transaction documentation
• Monitor receipt of airline clients’ conditions precedent obligations
• Work with the company’s Corporate Secretary to arrange for execution of transaction documents
• Coordinate filings, registration and renewals of aircraft registered with the FAA (Federal Aviation Administration)
• Organize and collate transaction documents and coordinate with Records department to file same in company’s document management system
• Additional Responsibilities
• Coordinate document legalization including notarization and apostilling
• Manage assets on the International Registry and run search certificates
• Prepare and manage import / export documents
• Assist with the management of corporate, intra-department, and team projects
• Track and assist with auditing and managing letters of credit

JOB REQUIREMENTS, QUALIFICATIONS & COMPETENCIES

Educational/Experience

• Bachelor’s degree or relevant experience
• 1-2 years of corporate experience

Technical/Functional

• High proficiency in Microsoft Excel, Word, and Outlook
• Working knowledge of databases and document management systems
• Strong verbal and written communication skills in business English and ability to communicate with all levels of management
• Aptitude for working in teams

Key Competencies

• Detail-oriented, organized, and able to handle multiple priorities and deadlines simultaneously
• Attentive to overall quality of the final product
• Flexible, self-starting, and tenacious with an exceptional aptitude for dealing with ambiguity
• Able to excel in high-stress situations.
• Comfortable dealing with diverse, and at times challenging, personalities.

OUR VALUES

AMBITION

Ambition to us means winning together. We believe it takes bold people to help us shape the future of aviation. At AerCap, ambition means defying our own limits, breaking new ground, and setting higher standards for our business.

EXCELLENCE

We believe in striving for nothing short of greatness. For us, excellence means redefining what is possible, and to constantly work towards outstanding solutions for our customers with unwavering commitment and collaboration.

RESPECT

We believe in fostering an environment where everyone is welcomed, supported and valued. Respect means treating our people with dignity and honouring their individuality. We strive to create an environment where our people feel included and empowered to do their best work and reach their full potential.

LIFE AT AERCAP/WHAT WE OFFER

• We offer attractive employment packages with a competitive salary and excellent benefits, including generous annual leave policies, health insurance for our employees and immediate dependents, pension/retirement savings plans and an all-employee share scheme.
• You will have the opportunity to learn from the best people in the industry and grow your career with the largest aviation leasing company in the world.
• Our Corporate Social Responsibility (CSR) programs provide opportunities for our employees to inspire positive change in our global communities and to make a positive difference in the communities in which they live through volunteering, fund-raising and other charitable initiatives.

Make AerCap your destination of choice and join us to shape the future of aviation!