Executive Assistant

Overview

The Executive Assistant serves as a trusted partner and gatekeeper who provides high-level executive support to the President & CEO, ensuring priorities and workflows are managed effectively. This role manages sensitive information, facilitates decision-making, and serves as a key liaison between the President & CEO and internal/external stakeholders. Additionally, the Executive Assistant manages the Executive Office and Reception function.

Reports To: President & CEO

FLSA Status: Non-exempt

Salary Range: $80,000 - $100,000

• Provides comprehensive administrative support to the President & CEO, including managing complex and dynamic calendars, preparing expense reports and purchase orders, managing email correspondence, drafting confidential communications, and coordinating detailed travel itineraries and agendas.
• Manages calendars and calls for the President & CEO, prioritizing requests and handling sensitive information with the highest level of discretion.
• Prioritizes and routes critical, strategic, and institutionally significant information to ensure timely review and decision-making.
• Coordinates with the senior leadership team to schedule meetings, track action items, and follow up on outstanding deliverables.
• Leads meetings and coordinates company-wide tasks and events with the other administrative assistants in the company.
• Serve as a point of contact for JFKIAT’s parent company, Schiphol USA & Royal Schiphol Group.
• Plans and organizes company-wide events, including holiday celebrations, company outings, and executive and senior leadership meetings and conferences.
• Oversees operations of the Executive Office, including the Visitor Center and subcontracted staff, while fostering an efficient and positive work environment.
• Schedules, prepares for, and attends internal meetings; develops agendas and tracks follow-up action items.
• Additional administrative tasks include compiling and preparing monthly reports, including data analysis, graphs, and presentations; managing conference room scheduling and coordinating associated billing as needed, ordering and maintaining inventory of Executive Office supplies, coordinating and managing company gift-giving initiatives, maintaining and reconciling a petty cash account, managing invoice processing for the Executive Office, troubleshooting and coordinating maintenance for office equipment, coordinating visitor logistics, including security clearances & maintaining and updating corporate contact lists.

Education, Training, and Experience

• Bachelor’s degree preferred;
  Associate degree required
• 8 to 10 years of administrative experience at an executive level preferred
• Experience in an airport environment preferred

Special Requirements

• Must be able to pass a criminal background check and obtain and maintain federally mandated security Clearances required to work at an airport.

Knowledge

• Proficient in Microsoft Office applications
• Understanding of corporate structure, operations, and strategic priorities
• Familiarity with business terminology, executive-level communication norms, and decision-making processes
• Knowledge of project management concepts and workflows
• Understanding of financial basics (budgets, reports, KPIs)

Skills

• Strong administrative, organizational, and customer service skills with the ability to manage calendars, prioritize high-volume tasks, and multitask effectively in fast-paced environments
• Excellent written and verbal communication skills for engaging internal and external stakeholders, complemented by strong problem-solving, conflict management, negotiation abilities, and emotional intelligence
• Demonstrates professionalism, discretion, and diplomacy when handling sensitive situations with minimal supervision
• Active learning:
  Understand the implications of new information for both current and future problem-solving and decision-making
• Active listening:
  Give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and not interrupt at inappropriate times
• Time…