Administrative Assistant

Benefits:

• $22.50 per hour- Full-time
• Medical, Dental, Vision, AFLAC, Paid time off for qualified full-time employees
• Employee engagement, professional development, and opportunities for advancement
• Nurturing and challenging work setting that allows you to identify and hone your strengths while growing your skill set
• Opportunities for community service projects, civic engagement, and advancement in your career

Position Overview:

We are in search of an ambitious and detail-oriented Airport Administrative Assistant who will provide support to our security operations management team at Chicago O'Hare International Airport.

Under the direction and leadership of the General Manager, the administrative assistant has the overall responsibility to support the operations team with administrative duties, data entry, airport badging, disseminating information and providing first-class customer service.

Responsibilities:

Office Support:

• Greet clients, guests, and visitors with a positive and helpful attitude.
• Answer and direct phone calls- taking care to escalate urgent matters appropriately.
• Maintain, organize, order, and track agent uniforms inventory, safety equipment and general office and kitchen supplies- ensuring the team has everything they need to succeed.
• Maintain the cleanliness and over all organization of all general and shared use spaces within the corporate office (kitchens, conference rooms, training rooms)
• Communicate with building maintenance to ensure timely handling of all facility management issues.
• Provide administrative assistance to the senior management team for airport operations.

Payroll Management:

• Ensure daily payroll reports are accurate and submitted on time.
• Resolve overlaps and errors, and ensure payroll is submitted by Sunday noon
• Ensure proper entry of services into flight reporting system and assist in preparing flight-related paperwork.

Staffing and Coverage:

• Assist in finding coverage for operations, ensuring adequate staffing.
• Maintain an up-to-date agent contact list and communicate flight changes and assignments.

Training Coordination:

• Manage training notifications and update the training matrix
• Follow up with employees on expiring IDs and certifications, such as port IDs and state guard cards.

Data Management:

• Create and maintain both physical and online employee folders according to Texas airport audit standards.
• Assisting with maintaining accurate, and up to date training reports and certificates and for all airports
• Ensure all documents and compliance records are properly stored and accessible.

Authorized Signatory Duties:

• Oversee airport badging processes and maintain Authorized Signatory status.
• Manage the entire new hire badging process, including scheduling, fingerprinting, and tracking progress.
• Schedule airport-mandated training for new hires.

Parking Management:

• Set up parking for new employees and cancel parking for terminated employees.